Employment history - This is the main document confirming labor activity and work experience. From time to time, discussions begin about the need to cancel them due to the fact that employees are now registered individually, and information about the insurance premiums transferred for them is kept in the Pension Fund of the Russian Federation and the Social Insurance Fund. Many questions arise due to fake work books, inaccurate entries in them, the complexity of their maintenance. Nevertheless, this document continues to operate, as well as the legal acts regulating the procedure for filling out and storing work books.
We draw your attention to the fact that individual entrepreneurs employers, until 2006, could not make entries in the employment record book. Now they have practically the same obligations and rights of the employer as organizations, therefore they keep work books according to general rules.
According to Article 66 of the Labor Code of the Russian Federation, the procedure for maintaining work books is established by the authorized federal body executive power. The main document governing this procedure is Decree of the Government of the Russian Federation of April 16, 2003 N 225, which approved the form and samples of work books and inserts in them, instructions for filling them out, the rules for their maintenance, the procedure for acquiring and accounting.
The responsibility for maintaining work books lies with the employer, and it can be:
- administrative under Art. 5.27 of the Code of Administrative Offenses of the Russian Federation (from 1 to 5 thousand rubles for officials; from 30 to 50 thousand rubles for organizations; administrative suspension of activities for up to 90 days);
- disciplinary (disqualification of the head for a period of one to three years);
- material, if the employee is inflicted material damage due to untimely issuance of the work book.
In what cases is it necessary to keep work books
Work books must be kept for each employee who has worked for the employer for more than five days, and this work is the main one for him, while the employee must be hired by. If it is, then they do not make entries in the work book.
As for the records of work on, they are entered at the request of the employee in the work book at the place of main work. For example, the main job in a small enterprise is a legal adviser, and internal combination The employee also performs the functions of an office manager. Then, first, an entry is made about the main job, and after it, an entry about taking on a part-time job.
A work book is a document specified in the mandatory list when applying for a job by. If an employee cannot present a work book (lost, damaged, not issued by a previous employer, etc.), then he must apply to his previous place of work for a duplicate of it. In the event that this is not possible (for example, an organization or individual entrepreneur has ceased operations or been disbanded), the employer must issue a new work book at the written request of the employee indicating the reason for its absence. The employer cannot enter information about previous places of work in the new book from the words of the employee. The first record of work will be the place of work at which a new work book was issued.
If suddenly an employee finds a lost work book with records of previous places of work and asks to cancel a new book, then you should know that it will be problematic for the employer to do this. Employment books are documents strict accountability, and records of their movement are entered in a special ledger. The procedure for canceling a work book is not regulated in any way.
None negative consequences for an employee, such as unaccounted for work experience, the presence of two work books does not carry. Information about the insurance premiums transferred for him from all previous employers is in the database of the PFR, MHIF and FSS. New book does not invalidate the previous work book. You can simply give the employee a copy of his application for a new work book certified by the employer, if he has to explain at another place of work why there are two books.
Current forms of work books
Decree of the Russian Federation of April 16, 2003 No. 225, from January 1, 2004, new work books were introduced. Along with this new form work books are valid, the form of which is approved:
- Decree of the Council of People's Commissars of the USSR dated December 20, 1938 No. 1320 "On the introduction of work books";
- Decree of the Council of Ministers of the USSR, the All-Union Central Council of Trade Unions of September 6, 1973 No. 656 "On labor books of workers and employees";
- Decree of the Council of Ministers of the USSR No. 310 of April 21, 1975 "On labor books of collective farmers";
The work books of these samples, having already been started by employees, continue to be valid, and there is no need to change them. If the employee received his first work book after 2004, then only new forms can be used when applying for it.
Making entries in the work book
According to the Instruction approved by the Decree of the Ministry of Labor of October 10, 2003 No. 69, entries in the work book can be made in black, blue or purple ink pen, gel or ballpoint pen. Abbreviations such as "pr." are not allowed. instead of "order", "st." instead of "Article", "TK" instead of "Labor Code", etc. Dates are indicated in Arabic numerals in the format: day and month - two-digit, year - four-digit.
In the sections of the work book "Information about the work" and "Information about the award" it is unacceptable to cross out inaccurate, incorrect or invalid entries. If necessary, after the last entry in the book, enter "The entry for the number such and such is invalid", and then make the correct entry. If an entry in the work book on dismissal or transfer to another permanent job was invalidated, then, upon a written application from the employee, he is issued a duplicate of the work book without making such an entry in it.
When the person with whom they concluded has already worked before, he brings a work book, title page in which it is filled. In the case when the work book is filled out for the first time, it must be issued within a week.
Information about the employee in the title page are entered according to the rules:
- surname, name and patronymic are written in full, without initials, as indicated in the identity document;
- information about education: general, secondary vocational, higher, postgraduate are entered on the basis of education documents (certificate, certificate, diploma, etc.);
- if the employee is still studying, then an entry about incomplete education is made on the basis of a certificate educational institution, record book, student card.
After entering these data and indicating the date of filling out the work book, the employee must certify with his signature on the title page the accuracy of the information about him, then the title page is signed by the person responsible for issuing work books and the seal of the organization is affixed or personnel service. A work book without a seal on the title page will be invalidated.
Further changes in the basic information about the employee are made on the basis of documents (passport, marriage or divorce certificate, change of last name, first name, patronymic, etc.) with reference to their number and date. The former surname, name, patronymic, date of birth are crossed out with one line and new data is recorded. Links to the documents on the basis of which the changes were made are entered on the inside cover of the work book and certified by the signature of the employer or a person authorized by him and the seal of the organization (personnel service). When supplementing records on education, profession, specialty on the title page, the previous records are not deleted, but only supplemented with new ones. Links to new documents on education should not be made on the internal page, this is not provided for by the rules.
When entering information about work indicate the full and abbreviated name of the organization. Next, a record of employment is made in structural subdivision employer, position (profession, specialty), as well as the date and number of the order or other decision by which the employee was hired.
The name of the position, specialty, profession must correspond staffing employer. If the working conditions imply benefits or restrictions, then this name must be recorded as indicated in qualification guides. An appropriate entry is made in the work book of an employee who received a new category (class, category) or a second profession (specialty, qualification) during the period of work.
Labor books and inserts in them are documents of strict accountability, therefore they must be stored in safes, metal cabinets or other conditions that ensure their safety. The law does not prohibit issuing work books to employees, but the employer will be responsible for the loss.
Issuance of a work book to an employee upon dismissal
The work book must be issued to the employee on the day of termination. If this is not possible, because the employee refuses to receive it or is absent from the workplace at all, the employer must send a written notice of the need to appear for the work book or agree to send it by mail. Such a notification relieves the employer of responsibility for the delay in issuing a work book. When issuing a work book in his hands, the employee must sign on his personal card and in the book of accounting for the movement of work books and inserts in them. Employment books, inserts and their duplicates not received by employees upon dismissal are kept by the employer on demand, and unclaimed - 75 years.
Answers to frequently asked questions will help you understand the intricacies of processing work books. Find out what types of entries should be made, what to write on the cover page, whether you need entries about part-time or rotational work.
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What rules for filling out a work book must a personnel officer follow?
Focus on the requirements of the Labor Code of the Russian Federation and two others normative documents regulating in detail the work with work books. These are Instructions for filling out work books (Appendix No. 1 to the Decree of the Ministry of Labor of Russia No. 69 of 10.10.2003) and the Rules for maintaining and storing work books, approved by Decree of the Government of the Russian Federation No. 225 of 04.16.2003. They describe in detail how the work book is filled out.
Enter in the work book only the types of entries provided for by the rules:
- about and dismissal;
- about permanent translation to another position;
- on obtaining a second and subsequent profession or specialty;
- on advanced training;
- about changing the name of the position occupied by the employee;
- about the award for professional achievements and success at work.
If during the period of the employee’s work for the organization its name has changed, reflect the changes in the work book (clause 3.2 of Instruction No. 69). Any other entries and additions, such as announced reprimands and remarks, temporary transfers and travel or employment test , will be redundant.
Work book: 100 ready-made samples of ideal records, see the "Personnel System"
Attention! Of fundamental importance is not only the content, but also the design of each entry. Use only pens with dark ink - black, purple, blue, avoid abbreviations and abbreviations. Handwriting must be legible and clear. The expert of "System Kadra" will tell you, what wording in the form will be considered unacceptable .
Crib. Errors in the work book and how to fix them
How to fill out a work book for a first-time employee
If an employee is employed for the first time, SNILS and a work book are drawn up for him by the employer. This must be done within a week from the date of employment, and in the presence of the employee. Besides, new employee can apply for a work book to replace a damaged or lost one, if he does not want to make a duplicate at the previous place of work (part 5 of article 65 of the Labor Code of the Russian Federation).
Filling out a work book for the first time hired begins with the design of the title page. Use only the standard form provided for by order of the Ministry of Finance of Russia No. 117n dated December 22, 2003 and recorded in the income and expense book. Do not accept or use blank forms purchased by an employee!
Attention! We are talking about strict reporting documents, so do not forget to enter the series and number of the used form, the data of its owner, the date of completion and other mandatory information in book of accounting for the movement of work books and inserts in them .
On the title page indicate:
- Surname, name and patronymic of the employee. Copy the passport data without using initials and abbreviations.
- Date of birth. We recommend using Arabic numerals in the format "dd.mm.yyyy". But if you write the month in words, there will be no mistake.
- Received education, profession, specialty. Consider only completed levels of education, the receipt of which is confirmed by the relevant diplomas. Do not include diploma details!
Students who graduate from a university after 2014 are issued new diplomas indicating the qualifications assigned. Therefore, in the work book of such an employee in the column " Education"should not just be written" higher", and also indicate qualification level(bachelor, specialist, master). The highest possible level of education is assigned to personnel highest qualification who completed postgraduate studies, residency, assistantship-internship. Learn more about the nuances of filling out the title and the tricks that help, from the expert of the electronic magazine "Personnel Business".
- Date of completion of the document. The current date can be indicated in a combined way: day and year - in Arabic numerals, month - in words.
All information is entered on the basis of a passport, certificate, diploma and other documents submitted by the employee, and certified by his signature. Below is the seal of the organization (if any) and the signature of the personnel officer who filled out the title.
Cover page design template: employee first hired
The next step is to complete the employment record. First, in column 3, indicate the full and abbreviated name of the organization. In the line below in column 1, enter the serial number of the entry, in column 2 - the date, in column 4 - the details of the order for employment. In column 3, write for which position and in which department the employee was hired. The job title must match the staffing table. If the work performed by an employee qualifies for benefits and compensation, for example, early retirement, make sure that the position is indicated in accordance with the professional standard or the tariff and qualification directory.
Crib. What errors GIT detects on the title page
How to fill out a work book correctly when transferring an employee to another position or to another company
Work with work books is one of the most responsible tasks assigned to the personnel officer. Therefore, it is so important to know and comply with the resolution on work books and instructions for filling them out, keep accurate records of clean and completed forms, create for them safe conditions storage.
If the document presented by the employee is filled out with errors, make all the necessary corrections, and if there are doubts about its authenticity, check the series, number and other details or send a request to Goznak.
Each of your places of work, as well as the duration of stay in a particular position, are recorded in the work book. It is this document that will be discussed in this article. But before talking about the features of the design and content of the document, it is necessary to give a definition.
The workbook is official document A that contains information about jobs. In particular, the employer, the period of tenure and the reason for dismissal.
The importance of this document lies in the need for the employer to obtain complete and reliable information about the newly minted candidate for a specific position. pledge successful interview is work experience and a positive "labor" history.
Document appearance
This document has a standard form, the same for all. Externally, TC can be of two types:
- Size 10x14 cm - this indicates the release in 1977.
- The size is 8.8x12.5 cm, which indicates a new sample of 2003, approved by the Government Decree "On work books".
As a result, color differences may be present: gray, dark blue and dark green TCs.
Below is appearance TK, as well as the title page:
Russian legislation on work books
It should be noted a separate Decree of the Government of the Russian Federation of April 16, 2003 N 225 “On work books” (see the link www.consultant.ru), which regulates general order actions with this document (order of registration, rules of conduct, as well as issuance after dismissal), as well as Art. 2-3, the form of the TC and the insert in the TC are established.
In addition, the Labor Code of the Russian Federation defines practical value employment books. What Art. 63, art. 66, art. 77. (see link rulaws.ru)
The legislator separately singled out instructions for filling out the document, which was approved by the Ministry of Labor of the Russian Federation on 10.10.03, No. 69 (see the link normativ.kontur.ru)
main parameters
The problem that employers are afraid to face is a fake employment document. So, on the original document there is a distinctive feature - a watermark on each page.
- For old-style shopping malls, this is a serpentine sign that can be seen through the light.
- The TK of the new sample has a combination of the letters "TK", which are also visible through the light.
The next difference between the old and the new sample is in the number of pages. There are 40 of them in the old shopping mall, and 46 in the new one.
As a rule, there are three sections in the TC:
- Information about the employee (name, date of birth, place of residence - all information is filled in on the title page and supported by a seal).
- Employment data. In particular, hiring, as well as transfer, dismissal and their reasons. Each entry must contain the name of the position, company and, of course, the date. The information provided is confirmed by the seal of the organization and the number of the order.
- Awards and achievements (separately records the fact of receiving an award for any achievement in the position held, supported by the date and number of the order).
Each entry has its own serial number. If one of the sections is completely filled out in the main work book, then a specialist in the personnel department draws up and pastes an insert.
It should be noted the peculiarity of the design of dates: they are written exclusively in Arabic numerals. Writing rules:
- Year - XXXX.
- Month and day - XX.
As a result, we get that the employee hired on March 1, 2017 will have the following written in the work book: 03/01/2017
The language of filling is the official language of the country/republic.
Important! There is a separate requirement for the pen used to fill out the document: it must be a purple, blue or black ballpoint pen. Gel pens are not allowed!
In addition, there should not be any abbreviations in the document, each word is spelled out in full, for accuracy of understanding.
You should also know the terms for issuing a work book:
- After 5 days of the employee fulfilling his immediate duties, the employer is obliged to enter the relevant information into the Labor Code.
- If the employee first got a job, the employer is given 7 days to issue a work book.
The validity of the work book itself is not limited. All the time the employee is fulfilling his official duties The TK is kept by the employer and is issued only after dismissal. However, often government agencies or banks require a copy of the Labor Code to confirm the labor activity of a citizen. AT this case expiration dates apply:
- The total period of validity of a copy of the TC is 1 month.
- The exception is a certified copy of the work book for the bank - the terms in this case are limited to two weeks.
At the legislative level, a minimum age is also established when it is possible to issue a work book.
By general rule, the document is drawn up by the employer after 5 days when the employee fulfills his official duties.
It is generally accepted that official employment is possible only after reaching the age of 18. But the labor code establishes that a teenager who has reached the age of 14 can get a job, and accordingly draw up a work book, but under the following conditions:
- written consent of one of the parents.
- work will not interfere with studies.
From the age of 15, a teenager can get a job on his own, without the special consent of his parents, but for a job that is recognized as easy.
From the age of 16, a citizen has the right to independently conclude an employment contract and, together with it, draw up a labor contract.
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 at its own expense acquires this document and issues it to a new employee in the following cases:
- if a citizen got a job for the first time.
- if they had previously lost their work book.
This is what a clean TK form looks like:
Important! The form can not be used in the work as a document, only for informational purposes.
Entering data into a document
Information about the new place of work is entered by a specialist in the personnel department in accordance with clause 8 of the Decree of the Ministry of Labor of Russia No. 69 (see the link above). The employee is only obliged to provide the necessary and reliable documents.
It should be noted that the admission of an employee to a new position does not begin with the registration of an entry in his employment book, but with the issuance of an order to conclude employment contract. Subsequently number this order will be recorded in the TC.
Important! The work book is not filled out by yourself individual, that is, its owner. This is done exclusively by an authorized person of the employing organization.
- Education.
- Date of Birth.
- Specialty awarded after graduation.
- Date of completion.
- Signature.
Documents required to fill out
As mentioned above, the registration of the work book is carried out by a specialist in the personnel department. To do this, you must provide a list of documents:
- Employee Passport.
- Document on higher or secondary education.
Based on these documents, the title page is filled out.
Title page template It is not required to write an application for issuing a form of employment book, because it is drawn up according to the law, and not at the personal request of the employee. An exception when a statement is required is the situation when the previous document has been lost.
The list above is exhaustive. An additional list of documents can be supplemented in case of loss of the TC if it is necessary to restore data on the previous place of work.
Electronic work book
Today, with the development of technology and the introduction into our lives electronic technology The Ministry of Labor is developing a plan for e-TC. It is a database of labor activity of the population.
Let's single out the main distinctive features electronic work book:
Also follows on practical example distinguish between TC in electronic and paper form:
- The electronic version involves storing information in a specific database without the need for a physical medium, while the paper version assumes only the presence of the book itself.
- Maintaining information in e-book produced in hard copy. Whereas on paper - exclusively in writing, by hand.
- Relationship with others public services possible only on the electronic shopping mall.
- Process automation is also used exclusively in electronic form.
What is the significant advantage electronic document? It is not subject to material wear and tear, as well as the possibility of being lost or stolen. The risk of illegal actions is also significantly reduced.
It should be said that a plan is being actively developed for the introduction of electronic work books. However, no draft relevant legal acts have yet been submitted for consideration.
Thus, the work book is an important and essential attribute confirming the labor activity of citizens. Correct completion of all sections helps the employer to get an accurate picture of the new employee.
Expert opinion
Lawyer of civil law specialization. Works in the Kinelsky district court of the Samara region - the secretary of the court session.
The Ministry of Labor spoke about the introduction of electronic work books last year. This year, a gradual transition to a new format is planned, while maintaining the usual paper version.
From the middle of this year, new rules regarding the certification of a copy of the work book (GOST-2016) come into force, but they are voluntary.
Another innovation will be the possibility of concluding an electronic labor contract using the www.gosuslugi.ru portal, with remote specialists, with the mutual consent of the employer and employee. The signing of such an agreement will be carried out through enhanced electronic signature. To obtain a paper copy of the document, you will need to contact the MFC.
In the meantime, many are talking about the pros and cons of switching to electronic document management, I suggest recalling what innovations took place in 2017: in February, the Ministry of Labor allowed employers to send electronic pay slips to their employees, and starting from July, electronic sick-lists began to be used.
Currently, a work book is issued to an employee not only upon dismissal. The employee has the right to receive the original, and not a copy or extract from the work book, as it was before, in order to apply for a pension. In this case, it is necessary to draw up an application in any form.
The work book stores all the information about the work activity of the employee and is used to determine the length of his experience. The current forms of the work book and insert are established in the Post. No. 225 of April 16, 2003 How to fill out a work book correctly is indicated in the Post. No. 69 of October 10, 2003. These resolutions contain discrepancies on some issues, which requires recourse to Labor Code and makes it even more difficult to draw up a work book.
This is especially true for private entrepreneurs who are forced to take on the responsibility of running personnel records. The slightest deviation from the standards for filling out a work book leads to the invalidity of the information entered, as well as various errors made in the records themselves. To eliminate the consequences, corrections are made in the corresponding columns strictly according to the established pattern. In exceptional cases, the employee is issued a duplicate.
When does it open
Each work book has its own number, is issued to the employee for life and cannot be replaced, except in some 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 signatures: the person issuing the new work book, the employee and the witness.
The document is created for an employee who has worked in the company for at least six days, and must be issued within a week from the date of his employment. This procedure is carried out in the presence of an employee, from whose wages the cost of the form is subsequently deducted.
Employment book, a sample of filling out when applying for a job:
How to fill
All entries in the work book are entered official organizations authorized to do so by order of the head, most often - an employee of the personnel department. In his absence, this may be an accountant or director of the enterprise. The document is subject to registration in the ledger and is kept by the employer until the employee is dismissed or transferred to another place of work. If necessary, the employee is issued an extract from the book at the place of demand.
Extract from the work book - sample filling:
Records are kept in legible handwriting, all words are given in full, without any abbreviations. The numerical expression of dates, characteristics and other information is indicated only in Arabic numerals. Also, you can not write the name of the month in words. The correct date format is 03/05/2020. It is permissible to use ball, gel and fountain pens. The paste, gel and ink contained in them must have increased resistance to water and ultraviolet rays. Optimal are blue, dark purple and black shades of the coloring pigment.
The documents
To fill out a work book, you need:
- employee passport (or other identification document);
- diploma of education;
- register of work books;
- IP certificate or Charter of the organization;
- stamp seal.
For details on how to fill out the title page of the work book, see the video
The workbook is divided into three parts:
- A title page containing information about the owner of the document.
- Information about work, including the name of the enterprises where labor activity was carried out and the duration of such work.
- Awards section.
Please note that the rules for filling out work books oblige you to make adjustments in case of a possible change:
- company name (incl. legal form);
- type of printing (using different ones in one book is unacceptable!).
Title page
On the first page of the work book, you must specify all the information about the employee, guided by the documents provided by him. It must contain:
- F&O of the owner;
- date of birth (in numerical terms);
- level of education (secondary, secondary specialized, higher);
- the name of the profession indicated in the diploma;
- date of opening of the work book;
- employee's signature;
- signature of the person filling out the document;
- official seal of the organization.
Title page of the work book, sample filling 2020:
Job details
Each page of the middle and most extensive section consists of four columns containing:
- Sequence number of the record (starting from #1 and onwards).
- Date of employment and other events.
- The record itself, which is information about the organization (its full and abbreviated name), job title (with qualifications) and department. In addition to the fact of being hired, cases of transfer to another position and dismissal are also recorded here. Information about this must be entered in the column within 7 days from the date of issuance of the order, with the exception of the dismissal record, which is drawn up directly on the day it is made.
- Documentary confirmation of the entry - the name of the order, the date of its issue and the number (in that order).
For details on how to make notes about work in the work book, see the video
additional information
- At the request of the employee, information about part-time work is entered into it. The entry is made on the basis of documents provided by another enterprise where the employee is employed in a combined position. In this case, the same principles for filling out the column are used as when entering information about the main work. The work book should be kept by an employee of the personnel department at the place of main work, who is the only one who has the right to enter any information into it.
- The acquisition of a second profession, obtaining a rank, advanced training are also reflected in this section.
- If there is a renaming of the enterprise, an appropriate entry is made indicating the document that served as the basis for this. This information will be able to explain the discrepancy in the seals set during the employment and dismissal of the employee. The same actions are performed when renaming a position.
- In case of reorganization of the enterprise, the section notes the dismissal of the employee with his subsequent admission to the new company.
A sample of filling out a work book during the liquidation of an LLC:
Examples
A. S. Kopacheva joined the position of legal adviser at Avelan OJSC on February 27, 2016. On August 12, 2016, she was transferred to the position of senior legal adviser. This fact was reflected in the section "Information about the work".
When an employee is dismissed in column No. 3, it is necessary to indicate the normative act of the Labor Code, according to which this measure was applied. The entry must be confirmed by the seal of the company or the personnel department and the signature of the person who filled out the work book. The employee must also sign in this column, thereby confirming his agreement with the entries made during the work.
A. M. Sholokhov performed the duties of a salesperson in CJSC Continent. On March 6, 2017, he was fired for absenteeism without good reason. The dismissal order was signed on the same day.
Awards
This section contains information about the titles assigned to the employee, diplomas, certificates and other awards awarded to him, provided for by the company's internal regulations and legislation. These cannot include verbal gratitude from management, as well as regularly paid cash bonuses included in the payroll system. Which explains the complete lack of information in this section, found in the work books of most workers. Moreover, various certificates and diplomas issued to an employee without issuing an appropriate order are also only a nominal expression of gratitude, not reflected either in the work book or in the personal file.
Filling out a work book 2020, sample:
Insert design
If everyone vacancies in the work book were used up and there is nowhere to make new entries, the insert opens. Usually it is sewn into the end of the document, since there are no specific instructions for this in the instructions for filling out work books. On the title page (or cover) of the main book, a stamp is placed on the issuance of the insert, indicating its series and number.
The rules for maintaining both documents are identical, the title page of the insert is also to be filled out. The numbering of records continues after the number at which the completion of the work book ended. If mistakes were made when filling out the insert, it will be disposed of in the presence of the commission, drawing up an act. The same applies to rejected or outdated work books.
We are ready to answer your questions - ask them in the comments
Discussions about the abolition of work books have been going on for years. Since 2017, it has been 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 account, thanks to which the Pension Fund receives data on the length of service of employees? But so far this bill has not been adopted, and it is quite likely that we will not part with a paper document soon. In this article we will talk about work books and their completion.
What is a workbook for?
Each new employee, when applying for a job, presents his work book to the employer, if he has already worked somewhere before. The work book is the main document on the length of service, reflecting the entire labor activity of the employee (Article 66 of the Labor Code of the Russian Federation). If the applicant has no work experience, and he has already worked for more than 5 days, the employer is obliged to create a work book for him.
Today, the availability of work books is convenient for both the employer and the employee himself:
- Since the work book contains information about each place of work and positions of the employee, about rewards for success and about the reasons for dismissal, the employer can evaluate the candidate's professional experience and his labor path to make a decision on hiring him. Without this document, information about the professional activities and experience of the employee can only be seen from the resume and recommendations received from previous jobs, which may be far from objective.
- The employee's work book is an official "paper" document that confirms his work experience. At electronic document management technical failures are possible that lead to data loss, which means that the employee will have to prove his experience again.
Form of work book
The form of the work book is established by the Government of the Russian Federation. Today, both old and new forms of work books are in use, from what year they are valid, it does not matter. These are the forms approved in 1938, in 1975 and in 2003. The last version was approved by Decree of the Government of the Russian Federation of 04/16/2003 No. 225, which contains the form of a work book and an insert to it, the rules for its maintenance, storage, as well as the form of magazines to account for the receipt-expenditure of forms and their movement.
The employer must have an empty form of the work book in stock in case of registration of an employee who has not previously worked anywhere. The work book is entered once, and if there is no room for new entries in it, then a special insert is filled in. The employer provides himself with such forms, acquiring them in retail. Since each book has its own unique number and printing protection, and only Goznak has the right to print work books, the form can be downloaded on the Internet only for informational purposes, but it cannot be used in work as a document.
Employment record (sample employment record)
All entries in the work book are made in accordance with the Rules, approved. Decree of the Government of 16.04.2003 No. 225 and Instruction, approved. Decree of the Ministry of Labor of the Russian Federation of October 10, 2003 No. 69.
The form of the work book is filled in manually, in black or blue ink, in Russian. Abbreviations, strikethroughs of previously made entries and corrections are not allowed.
In the new work book, the title page is first filled out, into which are entered:
- FULL NAME. employee as indicated in his passport, without abbreviations,
- Date of Birth,
- education (not filled in if education is still ongoing),
- profession and specialty as in the diploma.
The title page of the work book form (form) is certified by the employee himself and signed by the person responsible for issuing work books, the seal of the organization or personnel service is affixed.
Changes to the data entered in the title (for example, surnames) are drawn up by crossing out the previous data (except for data on education) and entering new ones, and the reason for the changes is indicated and certified by the employer on the inside of the cover.
Section "Information about work":
- first, the name of the employer (organization or individual entrepreneur) is indicated in column 3 as a heading; if the name changes, then a separate entry is made about this indicating the new name, date of renaming and order;
- column 1 - serial number of the record; consecutive numbering must go through all entries in the section;
- column 2 - date of admission of the employee (in Arabic numerals in the format dd.mm.yyyy.);
- column 3 - a record of admission, or appointment to work, in which structural unit, job title, specialty, etc .;
- column 4 - details of the order on the basis of which the entry was made.
At the request of the employee, an entry can be made in the work book about his part-time work, if there is a supporting document about this (Article 66 of the Labor Code of the Russian Federation). Such an entry is made by the employer at the main place of work, and its date may be earlier than the entries already in the book. For example, having got a main job in 2017, an employee asks to make a record of the part-time job where he worked in 2015-2016. In this case, the chronology of entries in the work book will be violated, but instructions on making entries in the work book exclusively in chronological order regulations do not contain.