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How to fill out a work book correctly. Instructions for filling out a labor report - Rossiyskaya Gazeta

On October 10, 2003, by resolution of the Ministry of Labor of the Russian Federation No. 69, a new Instructions for filling work records (hereinafter referred to as the Instructions). The same resolution canceled the previously existing Instruction of June 20, 1974.

New forms introduced receipt and expenditure book for accounting of work book forms and inserts in it And books accounting for the movement of work books and inserts in them.

In accordance with clause 13 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books” (hereinafter referred to as the Rules), the Instruction establishes the procedure for filling out work books books, inserts in them and duplicates of work books.

In Sect. 1 Instructions « General provisions» in particular, the requirement of GOST R 6.30-2003 for the registration of the “date” requisite in documents is fixed. In all sections work book, i.e. and on title page(date of birth and date of filling out the work book), dates must be written in a digital eight-digit method: two characters for the day, two characters for the month and four characters for the year, and in exactly this sequence (day, month, year): dd.mm. yyyy

It is allowed to make entries with a fountain pen, ballpoint or gel pen, rollerball pen, light-resistant ink (paste, gel) black, blue or purple. However, I would like to note that it is better not to use the permission to make entries in work books with a gel pen (despite the fact that it is very convenient to use), since in a few years these entries will fade greatly, which will create many problems for the employee.

The prohibition on abbreviations in records introduced by the Rules is once again emphasized. Abbreviations of any kind are not allowed, including “pr.” instead of “order”, “order” instead of “order”, “trans.” instead of “translated”, etc. Moreover, in Sect. 5Instructions “Filling out information about dismissal (termination employment contract) » Examples of entries are given, from which it is clear that the words “clause”, “article” of the “Labor Code” must be written in full. It is also not allowed to abbreviate the name of our country “RF”. It should be written “Russian Federation”.

Indeed, the abbreviation “RF” cannot be indicated in documents, since such a country is political map The earth does not exist. There is the Russian Federation, or (abbreviated) Russia. However, it is still difficult to understand why the authors of the Instructions require the full spelling of the name of the state, without allowing us to write at least “Russia”. Any other reading is hardly possible. But the law is the law. And since abbreviations are prohibited, we won't use them.

Certifying corrections in the work book section "Employee information"(title page), you need to write all the words in full. For example: “The surname was changed (not “changed.”) to “Koreneva” on the basis (not “main.”) of a certificate (not “certificate”) of marriage/divorce series..., number..., issued (not “issued”) ... by the Civil Registry Office ... (date of issue).”

When signing the signature of the head of the company or a human resources employee when dismissing an employee, the position must be written down in full: not “gen. director" and "general director"; not "men" o/k", and "HR manager", etc.

For such cases, I would like to recommend ordering and using stamps (a stamp to certify corrections on the title page, a stamp with signature details (position and transcript, and space left for an autograph), even a stamp with the inscription “ Labor Code Russian Federation"). After all, a stamp is a simplified piece of office equipment, which in many cases helps us a lot in our work, since it can replace any entry that we make manually.

This section also explains procedure for making changes to sections of the work book “Information about work” and “Information about awarding”. As before, when the Instruction of June 20, 1974 was in effect, in these sections crossing outs, covering up incorrect entries with corrective composition, entries “believe the corrected”, etc. are unacceptable.

To change incorrectly made wording, you need to do special entry about it. In the corresponding section of the work book, the next serial number of the entry is entered in the 1st column, in the 2nd column the date of making the correction is indicated, in the 3rd column it is written: “Entry No. ... is invalid.” After this (under the same number and date), the correct wording is written down and in the 4th column a reference is made to the order (instruction) or other decision of the employer, indicating the number and date of publication of the document (most often the reference is made to the order). The question arises as to which order should be referred to.

It all depends on the reason why an erroneous entry was made in the work book. If the error arose due to the inattention of the personnel officer, who incorrectly copied the wording of the order into the work book, a reference is made to the same order that is indicated in the erroneous entry.

But if the error was contained in the order itself and from there it went into the work book, then in order to correct it, you need to correct the basis document, i.e. order. To do this, a new order is issued “On amendments to order No. ... dated ...”, which states that “to change the order of such and such ... (the correct wording is written below).” In this case, a reference in the work book will be made to this new order.

In this manner they are recognized invalid records of employment, transfer to another permanent job, about dismissal (and in the event that the transfer or dismissal is recognized as illegal by the employer itself, or in the event of cancellation of the transfer or reinstatement at the previous job, or a change in the wording of the reason for dismissal by the court, the prosecutor's office, or the state labor inspectorate).

In accordance with the Instructions, if there is an entry in the work book about dismissal or transfer to another permanent job, which is subsequently declared invalid, the employee can apply for the issuance of duplicate. Having received this statement, employer must issue a duplicate work book to the employee without an entry declared invalid.

According to a different method outlined in paragraph 2.3 of section. 2Instructions “Filling out employee information”, are entered changes to title page work book. Here (and only here!) incorrect information - last name, first name, patronymic, date of birth - crossed out one thin line, transparent so that the crossed out entry can be read. A new one is being built nearby, correct record.

In contrast to the previously effective Instructions, it is especially noted that changes and additions to records of new education, profession, and specialty obtained are carried out by adding to existing records without strikethrough previously made entries. This is absolutely logical: what the employee received higher education does not negate the fact that he has a secondary education, as well as new profession does not deprive him of what he previously acquired.

In clause 2.1. section 2 The instructions also explain how to correctly record education on the title page of the work book. The employee may have basic general(9 classes), average overall(11 classes), initial professional(vocational school), secondary vocational(technical College), higher professional(university) and postgraduate professional education (graduate studies, etc.).

It is especially emphasized that all recordings are made on based on relevant documents.

Last name, first name, patronymic are indicated on the basis of a passport or other identification document (it is allowed to use a military ID, foreign passport, driver’s license, etc.).

Recording of education is carried out on the basis of a certificate, certificate, diploma, etc., duly certified.

Record of incomplete education - based on a student card, grade book, certificate educational institution etc., also duly certified.

The title page must include:

▪ employee signature , who certifies with his autograph the correctness of the information entered;

▪ signature of the person, responsible for issuing work books (in fact, not even an autograph, but just a legibly written surname);

▪ printingthe organization that issued the work book to the employee.

Section 3 Instructions “Filling out job information” describes in detail and with examples procedure for entering work records into the work book(on admission, transfer and dismissal), on changes in the title of a position, on assigning a new rank (class, category, etc.) to an employee during the work period, on establishing a second and subsequent profession, specialty or other qualification for an employee.

The rule on entering into the work book has been formulated in a new way records of part-time work. The previously valid Instructions stated that such a record is made without fail by the administration at the main place of work, but upon the written application of the employee maybe not produced. According to new instructions, record of part-time work now is entered at the request of the employee.

However, the previously valid Instructions clearly stated that this entry is made on the basis order about admission to a combined job or about dismissal from it (i.e., the employee had to submit to the personnel department at the main place of work copies of the relevant orders - if they were single-subject, or extracts from them - if the orders were for several employees).

The new Instructions simply say: document confirming part-time work. Consequently, this may be, as before, a copy or extract from the relevant order or, apparently, a certificate from the place of part-time work. It should be remembered that an employment contract can only be used as a basis for making such entries with great caution.

Yes, record about admission to do work on the basis of an employment contract Not recommended. Since, having concluded an agreement and received his copy, the employee can (by various reasons) never started work. To make an entry about dismissal an employment contract can only be used if it contains termination mark employment contract indicating the date and reason for dismissal.

Also in Sect. 3 Instructions indicate how records are made about renaming an organization (note that in large companies it also makes sense to use a stamp for this).

This section also describes the procedure for making an entry about non-inclusion in continuous seniority working time while serving a sentence and, vice versa, about restoration according to established order continuous work experience(for example, in cases where, during the period between dismissal and joining the organization, the employee was registered with the employment center, which is confirmed by a corresponding certificate, or was sick, which is confirmed by a certificate issued by a medical institution, with the signatures of the attending physician and the chief physician, certified by a seal, or served in the army, which is confirmed by a military ID).

The procedure for recording extremely important entries in work books - dismissal records- moved to a separate section. This is Sec. 5 Instructions “Filling out information about dismissal (termination of employment contract)”. Here, in addition to a detailed description of the recording technique, examples are given. Moreover, the examples taken are precisely those grounds for dismissal on which there have been differences of opinion since the adoption of the new Labor Code. Which article should I refer to when I resign? at will: clause 3 art. 77 of the Labor Code of the Russian Federation or Art. 80 of the Labor Code of the Russian Federation? And is it even possible to use the wording “at one’s own request” or should it be written “at the initiative of the employee”? Which article to refer to when dismissing by agreement of the parties - clause 1 of Art. 77 of the Labor Code of the Russian Federation or Art. 78 of the Labor Code of the Russian Federation? These issues were regulated by the Rules, which identified only three articles for reference: Art. 77, art. 81, art. 83 of the Labor Code of the Russian Federation (paragraphs 15–17 of the Rules).

The instructions answer all questions with the examples given in it: “ Dismissed by agreement of the parties, paragraph 1 of Article 77 Labor Code of the Russian Federation"; " Dismissed at his own request, paragraph 3 of Article 77 Labor Code of the Russian Federation".

Particularly discussed in section 6 Features of filling out information about dismissal (termination of employment contract) and hiring (appointment) to work in connection with the transfer of an employee to another permanent job to another employer(to another organization) or his transfer to an elected job (position). When entering information about dismissal under clause 5 of Art. 77 of the Labor Code of the Russian Federation, in connection with the transfer of an employee to another permanent job with another employer, in column 3 of the “Work Information” section, it is required to indicate in what order the transfer is carried out: by request employee or his consent. In this case decisive role the wording in the employee’s statement plays a role. The statement may say: “I request that my dismissal be formalized by transfer to such and such organization” or: “I agree to dismissal by transfer to such and such organization.” Depending on this, both the dismissal order and the work book will indicate that the employee was dismissed by way of transfer or at the request of the employee, or with the employee's consent.

When applying for a new job, be sure to indicate that the employee accepted by transfer.

Section 7 of the Instructions is devoted to the specifics of filling duplicate work book.

Clause 32 of the Rules states that the duplicate must contain a summary record of the total length of service, and must also include information about work and awards (incentives) that were entered into the work book at the last place of work.

The instructions also require indicating the total length of work experience, i.e. the total number of years, months, days of work without specifying which employer, in what periods of time and in what positions the owner of the work record worked in the past.

After this, as stated in Sect. 7 Instructions, general and/or continuous work experience (confirmed by properly executed documents) are recorded for separate periods of work: admission and dismissal for each place of work, and if there is information about transfer to another permanent job in the same organization, then they must also be reflected in a duplicate of the work book.

All information in the duplicate is entered on the basis of the submitted documents. At the same time, the Instruction obliges the employer to assist the employee in obtaining documents confirming his work experience prior to joining the employer. The documents themselves, after copies have been taken and certified by the HR department, are returned to the employee.

Thus, when working with work books, a personnel officer needs to be well aware of two regulatory documents: Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, and Instructions for filling out work books, approved by Decree of the Ministry of Labor of the Russian Federation of October 10, 2003 No. 69 (The rules were published in the “Human Resources Department Bulletin” No. 1 for 2003, the Instructions - in the “Human Resources Department Bulletin” No. 6 for 2003) . Without knowledge of these documents, it is impossible to work with work books.

I.V. Zhuravleva, consultant, head of the course “HR work in a modern organization”

In the legislation of the Russian Federation, there are several legal acts containing instructions for filling out work books (hereinafter referred to as Labor Books), their maintenance and storage. The maintenance rules include, first of all, requirements for the preparation of records in this document. Let's consider these requirements.

At the moment, there are three types of labor codes in office circulation. These are books from 2004, 1973 and 1938. Regardless of the year of manufacture, legal status These documents have not changed, so there is no need to change them to new type books.

Russian legislation, through legal acts, imposes certain requirements for maintaining, filling out and citizens.

Rules for making entries:

According to the filling rules, all information is written in neat handwriting using a ballpoint or gel pen containing light-resistant and water-resistant ink in black, blue or purple. This protects the written information from damage. The need for this measure is due to the fact that the period of use of the work book is quite long (up to 75 years), and the information reflected in it is valuable.
Also, according to the Instructions for correct filling and maintenance, abbreviations of words are unacceptable in this document. Words such as “order”, “direction”, “point”, etc. are entered in full, regardless of the desire and capabilities of the specialist. HR department specialists sometimes neglect this requirement, thereby violating the rules for filling out work books.
One of the conditions for correctly filling out is the need to number each entry. The specialist filling out the work book must indicate the serial number of each entry in a specific column intended for this purpose.

Instructions for keeping records in a work book

Despite the multinationality of our homeland, the instructions for maintaining work records oblige you to fill out the document in Russian. The republics that are part of the Russian Federation have the right to duplicate records in their language, if it is recognized as official for the given territory.

How to correctly fill out a work book or composition of records:

Recording employee information. The document reflects the following personal data of the owner: full name, date of birth, information about his education, profession, specialty.
Recording information about experience. This is the most voluminous information in the document; it contains data on the employee’s responsibilities, transfer to another job or position, dismissal, assignment of a new rank, and advanced training. In addition, information about the time of study, service in the ranks is reflected Russian army, about serving a sentence. This information is placed in the appropriate column, as shown in the example at the end of the article.

How to fill out the employee awards records section? A special section has been allocated to reflect this information: “ Information about the award" The entire history of working valor is reflected on the pages of this document: state awards, conferring honorary titles, certificates of honor, awarding badges, diplomas, and other types of encouragement.

The information entered into the document must be as complete as possible and include: serial number, date of entry, link to the document - grounds
The information included in the document must reflect the true state of affairs.
The employee’s personal data (full name), according to the Instructions for correct filling, is entered in the nominative case. It is not allowed to shorten this information or replace it with initials.
Dates are written in full, Arabic numerals, in this case, a two-digit designation of days and months is used (09, not 9) and a four-digit designation of the year (2003, not 03).
A legible signature of the responsible person is placed on it and certified by a seal.
When issuing a duplicate, the corresponding entries are placed on top of the title page. They can be handwritten or stamped.

Rules for maintaining work books

Making entries in the employee's Labor Code is mandatory only for those employees for whom this enterprise- main place of work.
The head of the enterprise is obliged to employ the employee and, accordingly, make an entry in the Labor Code if his work experience is more than five days.
When formalizing relations with an employer through an agreement, there is no need to make entries in the employee’s Labor Code.

Note:

Correct completion requires that this document is created for the employee by the employer at the enterprise that is his first place of work. The document is completed in the presence of its future owner no later than seven days from the date of employment. Regardless of the person who prepared this document, the responsibility for correct completion and maintenance lies with the head of the enterprise.
Forms from previous years of issue have the same legal force, as new, and cannot be exchanged. However, they must be filled out in accordance with the new requirements.
During work activity The form is kept by the employer as a strict reporting document. The head of the enterprise bears full responsibility for storing and maintaining the document.
If the relationship with the employee is terminated, a record of dismissal is made and the document is issued on the same day. If there is a delay in issuance due to the fault of the employer, then the date of dismissal changes.

A work book is a legal document that reflects the owner’s entire career path. In some way, it is the face of the employee, so the rules for drawing up a work book should be strictly observed.

MINISTRY OF LABOR AND SOCIAL DEVELOPMENT
RUSSIAN FEDERATION

RESOLUTION

ON APPROVAL OF INSTRUCTIONS FOR COMPLETING WORK COOKS

In accordance with Decree of the Government of the Russian Federation of April 16, 2003 N 225 “On work books” (Collection of Legislation of the Russian Federation, 2003, N 16, Art. 1539) the Ministry of Labor and social development The Russian Federation decides:
1. Approve: Instructions for filling out work books in accordance with Appendix No. 1; the form of the receipt and expenditure book for recording the forms of the work book and the insert in it in accordance with Appendix No. 2; the form of the book of accounting for the movement of work books and inserts in them in accordance with Appendix No. 3.
2. Recognize as not valid on the territory of the Russian Federation: Resolution of the State Committee for Labor of June 20, 1974 N 162 "On approval of the Instructions on the procedure for maintaining work books at enterprises, institutions and organizations"; Resolution of the State Committee for Labor of the USSR dated August 2, 1985 N 252 " On introducing amendments and additions to the Instruction on the procedure for maintaining work books at enterprises, institutions and organizations, approved by Resolution of the State Committee for Labor of June 20, 1974 N 162"; Resolution of the State Committee for Labor of the USSR of March 31, 1987 N 201 "On making additions to the Instruction on the procedure for maintaining work books at enterprises, institutions, organizations"; paragraph 2 of the Resolution of the USSR State Committee for Labor of August 15, 1990 N 332 "On invalidation and amendments to the resolutions of the State Committee for Part-time Work"; Resolution of the USSR State Committee for Labor of October 19, 1990 No. 412 "On amendments to the Instructions on the procedure for maintaining work books at enterprises, institutions and organizations, approved by Resolution of the State Committee for Labor of June 20, 1974 No. 162 (as amended by Resolution of the State Committee for Labor of the USSR of August 2, 1985 No. 252)" .

Minister of Labor
and social development
Russian Federation
A.P.POCHINOK

INSTRUCTIONS

FOR COMPLETING WORK BOOKS

(as amended by Order of the Ministry of Labor of Russia dated October 31, 2016 N 588n)

This Instruction in accordance with paragraph 13 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers (hereinafter referred to as the Rules for maintaining work books), approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225 “On work books”, establishes the procedure for filling out work books, inserts in them, duplicates of work books (hereinafter referred to as work books).

1.1. Entries of dates in all sections of work books are made in Arabic numerals (day and month - two digits, year - four digits). For example, if an employee was hired on September 5, 2003, an entry is made in the work book: “09/05/2003”. Entries are made carefully, with a fountain or gel pen, rollerball pen (including ballpoint), light-resistant ink (paste, gel) black, blue or purple and without any abbreviations. For example, it is not allowed to write "pr." instead of "order", "dispatch." instead of "order", "trans." instead of "translated" etc.
1.2. In the sections “Information about work” and “Information about awards” of the work book, crossing out previously made inaccurate, incorrect or other invalid entries is not allowed. For example, if it is necessary to change a specific entry about employment in the section “Information about work” after the corresponding last in this section of the entry, the subsequent serial number and the date the entry was made are indicated; in column 3, an entry is made: “The entry with number such and such is invalid.” After this, the correct entry is made: “Accepted in such and such a profession (position)” and in column 4 the date and number of the order (instruction) or other decision of the employer, the entry from which was incorrectly entered into the work book, is repeated, or the date and number of the order is indicated ( order) or other decision of the employer, on the basis of which the correct entry is made. In the same manner, an entry on dismissal, transfer to another permanent job is recognized as invalid if the dismissal or transfer is recognized as illegal by the employer, the control and supervisory body, the labor dispute resolution body or court and reinstatement to the previous job or changing the wording of the reason for dismissal. For example: “The entry for number so-and-so is invalid, reinstated to previous job.” If the wording of the reason for dismissal is changed, an entry is made: “The entry for number so-and-so is invalid, dismissed (new wording is indicated).” Column 4 makes reference to an order (instruction) or other decision of the employer on reinstatement or changing the wording of the reason for dismissal. If there is an entry in the work book about dismissal or transfer to another permanent job, which is subsequently declared invalid, a duplicate work record is issued upon the employee’s written application book without making an entry declared invalid. In this case, in the upper right corner of the first page of the duplicate work book, the inscription: “Duplicate” is made. On the first page (title page) of the previous work book it is written: “Instead, a duplicate was issued,” indicating its series and number.

2. Filling out information about the employee

2.1. The information about the employee provided for by the Rules for maintaining labor books, indicated on the first page (title page) of the labor books, is filled out as follows: the last name, first name and patronymic are indicated in full, without abbreviating or replacing the first name and patronymic with initials, the date of birth is written down in full (day, month, year) on the basis of a passport or other identification document (for example, a military ID, foreign passport, driver’s license, etc.); a record of education (basic general, secondary general, primary vocational, secondary vocational, higher professional and postgraduate vocational) is carried out only on the basis of duly certified documents (certificate, license, diploma, etc.); a record of incomplete education at the appropriate level can be made on the basis of submitted duly certified documents (student card, grade book, certificate educational institution etc.); profession and/or specialty are indicated on the basis of documents on education, qualifications or the presence of special knowledge (when applying for a job that requires special knowledge or special training) or other properly executed documents.
2.2. After indicating the date of filling out the work book, the employee certifies the correctness of the entered information with his signature on the first page (title page) of the work book. The first page (title page) of the work book is also signed by the person responsible for issuing work books, after which the organization’s seal is affixed (stamp of the personnel service ) (if there is a seal), in which the work book was first filled out.
2.3. Changes to entries in work books about last name, first name, patronymic and date of birth are made on the basis of a passport, birth certificate, marriage certificate, divorce certificate, change of last name, first name, patronymic and other documents and with reference to their number and date. changes are made to the first page (title page) of the work book. The previous surname or first name, patronymic, date of birth are crossed out with one line and new data is recorded. Links to relevant documents are made at inside covers of the work book and are certified by the signature of the employer or a person specially authorized by him and the seal of the organization (or the seal of the personnel service) (if there is a seal).
2.4. Changes (additions) on the first page (title page) of the work book of entries about new education, profession, specialty obtained are carried out by adding existing entries (if they already exist) or filling out the corresponding lines without crossing out previously made entries.

3. Filling out job information

3.1. In column 3 of the “Work Information” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if available). Under this heading in column 1 is the serial number of the entry being made, in column 2 the date of employment is indicated .In column 3, a record is made of acceptance or appointment to a structural unit of the organization, indicating its specific name (if the condition of working in a specific structural unit is included in the employment contract as essential), the name of the position (job), specialty, profession indicating qualifications, and in column 4 the date and number of the order (instruction) or other decision of the employer are entered, according to which the employee was hired. Records of the name of a position (job), specialty, profession indicating qualifications are made, as a rule, in accordance with the organization’s staffing table. If, in accordance with federal laws, the performance of work in certain positions, specialties or professions is associated with the provision of benefits or the presence of restrictions, then the name of these positions, specialties or professions and qualification requirements they must comply with the names and requirements stipulated by the relevant qualification directories. Changes and additions made in the prescribed manner in qualification reference books, staffing table organizations are brought to the attention of employees, after which appropriate changes and additions are made to their work books on the basis of an order (instruction) or other decision of the employer. If an employee is assigned a new rank (class, category, etc.) during the period of work, then In this case, a corresponding entry is made in the prescribed manner. The establishment of a second and subsequent profession, specialty or other qualification for an employee is noted in the work book indicating the ranks, classes or other categories of these professions, specialties or skill levels. For example, a repairman was assigned the second profession “Electric and gas welder” with the assignment of 3rd category. In this case, in the work book in column 1 of the section “Information about work”, the serial number of the entry is indicated, in column 2 the date of establishment of the second profession is indicated, in column 3 the entry is made: “The second profession “Electric and gas welder” has been established with the assignment of 3rd category,” in column 4 indicates the corresponding certificate, its number and date. At the request of the employee, information about part-time work is recorded in the work book at the place of main work on the basis of a document confirming part-time work. In column 1 of the “Work Information” section of the work book, the serial number of the entry is entered, in column 2 the date of employment as a part-time worker is indicated, in column 3 an entry is made about acceptance or appointment as a part-time worker in a structural unit of the organization, indicating its specific name ( if the condition of working in a specific structural unit is included in the employment contract as an essential one), the name of the position, specialty, profession indicating qualifications, column 4 indicates the name of the document on the basis of which the entry was made, with reference to its date and number. A record of dismissal from this job is made in the same manner.
3.2. If during the employee’s work the name of the organization changes, then an entry about this is made in a separate line in column 3 of the “Information about work” section of the work book: “Organization such and such has been renamed to such and such date,” and in column 4 it is entered the basis for renaming is an order (instruction) or other decision of the employer, its date and number.
3.3. In the work books of persons who have served a sentence in the form of correctional labor, an entry about the non-inclusion of work time during the period of serving the sentence in the continuous work experience is made as follows. In the “Information about work” section of the work book, in column 1 the serial number of the entry is entered, in column 2 - the date of entry, in column 3 the entry is made: “Work time from such and such a date (day, month, year) to such and such date (day, month, year) is not counted towards continuous work experience.” Column 4 indicates the basis for making an entry in the work book - an order (instruction) or other decision of the employer (issued in accordance with the court verdict), its date and number.
3.4. When continuous work experience is restored in accordance with the established procedure, the following entry is made in the employee’s work book at the last place of work in column 3 of the “Work Information” section: “Continuous work experience was restored from such and such a date, month, year”, in column 4 a reference is made to the corresponding name of the document on the basis of which the entry was made, with reference to its date and number.

4. Filling out information about the award

The procedure for entering information about awards is as follows: in column 3 of the “Information about awards” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any); below in column 1 the serial number of the entry is entered (numbering increasing throughout the entire period of the employee’s work activity); Column 2 indicates the date of award; Column 3 records who awarded the employee, for what achievements and with what award; Column 4 indicates the name of the document on the basis of which the entry was made, with reference to its date and number.

5. Filling out information about dismissal (termination of employment contract)

5.1. An entry about dismissal (termination of an employment contract) in the employee’s work book is made in the following order: in column 1 the serial number of the entry is entered; Column 2 indicates the date of dismissal (termination of the employment contract); in column 3 an entry is made about the reason for dismissal (termination of the employment contract); column 4 indicates the name of the document on the basis of which the entry was made - an order (instruction) or other decision of the employer, its date and number. The date of dismissal (termination of the employment contract) is considered the last day of work, unless otherwise established by federal law, the employment contract or agreement between the employer and the employee. For example, when an employment contract with an employee is terminated due to a reduction in staff, October 10, 2003 is determined to be the last day of his work. The following entry must be made in the employee’s work book: in column 1 of the “Work Information” section, the serial number of the entry is entered, in column 2 the date of dismissal is indicated (10.10.2003), in column 3 the entry is made: “Dismissed due to a reduction in the number of employees of the organization, paragraph 2 of article 81 of the Labor Code of the Russian Federation", column 4 indicates the date and number of the order (instruction) or other decision of the employer on dismissal.
5.2. Upon termination of an employment contract on the grounds provided for in Article 77 of the Labor Code of the Russian Federation (except for cases of termination of the employment contract at the initiative of the employer and due to circumstances beyond the control of the parties (clauses 4 and 10 of this article), an entry about dismissal is made in the work book ( termination of the employment contract) with reference to the corresponding paragraph of this article. For example: “Dismissed by agreement of the parties, paragraph 1 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at his own request, paragraph 3 of Article 77 of the Labor Code of the Russian Federation.”
5.3. When terminating an employment contract at the initiative of the employer, a record of dismissal (termination of the employment contract) is made in the work book with reference to the relevant paragraph of Article 81 of the Labor Code of the Russian Federation or other grounds for terminating the employment contract at the initiative of the employer, provided for by law. For example: “Dismissed due to liquidation of the organization, paragraph 1 of Article 81 of the Labor Code of the Russian Federation" or "Dismissed due to termination of access to state secrets, paragraph 12 of Article 81 of the Labor Code of the Russian Federation."
5.4. When an employment contract is terminated due to circumstances beyond the control of the parties, an entry is made in the work book about the grounds for termination of the employment contract with reference to the relevant paragraph of Article 83 of the Labor Code of the Russian Federation. For example: “Dismissed due to non-election to a position, paragraph 3 of Article 83 Labor Code of the Russian Federation" or "The employment contract was terminated due to the death of the employee, paragraph 6 of Article 83 of the Labor Code of the Russian Federation."
5.5. When an employment contract is terminated on additional grounds provided for by the Labor Code of the Russian Federation or other federal laws, records of dismissal (termination of the employment contract) are made in the work book with reference to the relevant article of the Labor Code of the Russian Federation or other federal law. For example: “Dismissed due to with repeated gross violation of the charter of the educational institution, paragraph 1 of Article 336 of the Labor Code of the Russian Federation within a year" or "Dismissed due to reaching the age limit established for holding a public position civil service, paragraph 2 (1) of article 25 Federal Law dated July 31, 1995 N 119-FZ “On the fundamentals of the civil service of the Russian Federation.”
5.6. When an employment contract is terminated at the initiative of an employee for reasons that are associated by law with the provision of certain benefits and benefits, a record of dismissal (termination of the employment contract) is made in the work record book indicating these reasons. For example: “Dismissed at her own request due to the transfer of her husband to work in another area, paragraph 3 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at her own request due to the need to care for a child under 14 years of age, paragraph 3 of the article 77 of the Labor Code of the Russian Federation."

6. Features of filling out information about dismissal (termination of an employment contract) and hiring (appointment) in connection with the transfer of an employee to another permanent job with another employer (to another organization) or his transfer to an elective job (position)

6.1. Upon dismissal (termination of an employment contract) in connection with the transfer of an employee to another permanent job with another employer (another organization), in column 3 of the “Information about work” section of the work book, it is indicated in what order the transfer is carried out: at the request of the employee or with his consent .When hired to a new place of work, an entry is made in the employee’s work book in column 3 of the “Information about work” section provided for in paragraph 3.1 of these Instructions, indicating that the employee was accepted (appointed) by way of transfer.
6.2. Upon dismissal (termination of an employment contract) in connection with the transfer of an employee to an elective job (position) to another employer (to another organization), an entry is made in the work book: “Dismissed in connection with the transfer to an elective job (position) in (indicate the name of the organization) , paragraph 5 of Article 77 of the Labor Code of the Russian Federation." At a new place of work, after indicating the full name of the elected body, as well as the abbreviated name of the elected body (if any), in column 3 of the section "Information about work" of the work book, an entry is made that what job (position) the employee was elected to, and column 4 indicates the decision of the elected body, the date and number of its adoption.

7. Features of filling out a duplicate work book

7.1. A duplicate of the work book is filled out in accordance with sections 1 - 6 of these Instructions.
7.2. If an employee, before joining this organization(for this employer) has already worked, then when filling out a duplicate work book in the section “Information about work” in column 3, first of all, a record is made about the total and/or continuous work experience as an employee before joining this organization (for this employer), confirmed by relevant documents. The total work experience is recorded in total, that is, the total number of years, months, days of work is indicated without specifying which employer, in what periods of time and in what positions the owner of the work book worked in the past. After this, the general and /or continuous work experience, confirmed by properly executed documents, is recorded for individual periods of work in the following order: column 2 indicates the date of employment; Column 3 records the name of the organization (employer) where the employee worked, as well as the structural unit and job (position), specialty, profession indicating the qualifications for which the employee was hired. If the submitted documents confirm that the employee was transferred to another permanent job in the same organization (with the same employer), then a corresponding entry is also made about this. Then in column 2 the date of dismissal (termination of the employment contract) is indicated, and in column 3 - the reason (ground) for dismissal, if the document submitted by the employee contains such data In the event that the documents do not fully contain the above information about work in the past, only the information available in the documents is entered into the duplicate work book. Column 4 indicates the name, date and number of the document on the basis of which the corresponding entries in the duplicate were made. Original documents confirming work experience, after making copies of them and duly certified by the employer or HR department are returned to their owner. The employer is obliged to assist the employee in obtaining documents confirming his work experience prior to joining the employer.

FORM
RECEIPTS BOOK FOR ACCOUNTING FORMS
EMPLOYMENT BOOK AND INSERTS IN IT

date

From whom it was received or to whom it was issued

Basis (document name, N and date)

Period

Consumption

number

month

year

Quantity

Amount (rub.)

Quantity

Amount (rub.)

inserts (series and number)

work books (series and number)

inserts (series and number)

Date of hiring, completion of the work book or insert in it

Last name, first name and patronymic of the owner of the work book

Series and number of the work book or its insert

Position, profession, specialty of the employee who handed in the work book or for whom the work book or insert in it was filled out

Name of the place of work (indicating the structural unit) where the employee was hired

Date and number of the order (instruction) or other decision of the employer on the basis of which the employee was hired

Receipt of the responsible person who accepted or filled out the work book

Received for completed work books or inserts in them (rub.)

Date of issue of the work book upon dismissal (termination of the employment contract)

Receipt from the employee for receipt of the work book

number

month

year

Appendix No. 1
to the resolution of the Ministry of Labor of Russia and
dated October 10, 2003 N 69

Instructions for filling out work books

This Instruction, in accordance with paragraph 13 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers (hereinafter referred to as the Rules for maintaining work books), approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225 “On work books”, establishes the procedure for filling out work books, inserts in them, duplicates of work books (hereinafter referred to as work books).

1. General Provisions

Entries are made carefully, using a fountain or gel pen, a rollerball pen (including a ballpoint pen), light-resistant ink (paste, gel) in black, blue or purple, and without any abbreviations. For example, it is not allowed to write "pr." instead of "order", "dispatch." instead of "order", "trans." instead of "translated" etc.

1.2. In the sections “Information about work” and “Information about awards” of the work book, crossing out previously made inaccurate, incorrect or other invalid entries is not allowed.

For example, if it is necessary to change a specific entry about employment in the “Job Information” section, after the corresponding last entry in this section, the subsequent serial number and the date the entry was made are indicated, in column 3 the entry is made: “The entry with such and such a number is invalid.” After this, the correct entry is made: “Accepted in such and such a profession (position)” and in column 4 the date and number of the order (instruction) or other decision of the employer, the entry from which was incorrectly entered into the work book, is repeated, or the date and number of the order is indicated ( order) or other decision of the employer, on the basis of which the correct entry is made.

In the same manner, a record of dismissal or transfer to another permanent job is invalidated if the dismissal or transfer is recognized as illegal by the employer, the control and supervisory body, the labor dispute resolution body or the court and reinstatement to the previous job or the wording of the reason for dismissal is changed. For example: “The entry for number so-and-so is invalid, reinstated to previous job.” If the wording of the reason for dismissal is changed, an entry is made: “The entry for number so-and-so is invalid, dismissed (new wording is indicated).” Column 4 makes reference to the order (instruction) or other decision of the employer on reinstatement or changing the wording of the reason for dismissal.

If there is an entry in the work book about dismissal or transfer to another permanent job, which is subsequently declared invalid, upon the written application of the employee, a duplicate work book is issued without making an entry declared invalid. In this case, in the upper right corner of the first page of the duplicate work book, the inscription: “Duplicate” is made. On the first page (title page) of the previous work book it is written: “Instead, a duplicate was issued,” indicating its series and number.

2. Filling out information about the employee

2.1. The information about the employee provided for by the Rules for maintaining work books, indicated on the first page (title page) of the work books, is filled out as follows:

The surname, first name and patronymic are indicated in full, without abbreviation or replacement of the first and patronymic with initials, the date of birth is recorded in full (day, month, year) on the basis of a passport or other identification document (for example, a military ID, foreign passport, driver’s license, etc. .);

Registration of education (basic general, secondary general, primary vocational, secondary vocational, higher vocational and postgraduate vocational) is carried out only on the basis of properly certified documents (certificate, certificate, diploma, etc.);

A record of incomplete education at the appropriate level can be made on the basis of submitted duly certified documents (student card, grade book, certificate from an educational institution, etc.);

Profession and/or specialty are indicated on the basis of documents on education, qualifications or the presence of special knowledge (when applying for a job that requires special knowledge or special training) or other properly executed documents.

2.2. After indicating the date of filling out the work book, the employee, with his signature on the first page (title page) of the work book, certifies the correctness of the information entered.

The first page (title page) of the work book is also signed by the person responsible for issuing work books, after which the seal of the organization (stamp of the personnel service) where the work book was first filled out is affixed.

2.3. Changes to entries in work books about surname, name, patronymic and date of birth are made on the basis of a passport, birth certificate, marriage certificate, divorce, change of surname, name, patronymic and other documents and with reference to their number and date.

These changes are made on the first page (title page) of the work book. The previous surname or first name, patronymic, date of birth are crossed out with one line and new data is recorded. Links to the relevant documents are made on the inside cover of the work book and certified by the signature of the employer or a person specially authorized by him and the seal of the organization (or the seal of the personnel service).

2.4. Changes (additions) on the first page (title page) of the work book of entries about new education, profession, specialty obtained are carried out by adding existing entries (if they already exist) or filling out the corresponding lines without crossing out previously made entries.

3. Filling out job information

3.1. In column 3 of the “Work Information” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any).

Under this heading in column 1 the serial number of the entry being made is indicated, in column 2 the date of employment is indicated.

In column 3, an entry is made about acceptance or appointment to a structural unit of the organization, indicating its specific name (if the condition of working in a specific structural unit is included in the employment contract as an essential one), the name of the position (job), specialty, profession indicating qualifications, and Column 4 contains the date and number of the order (instruction) or other decision of the employer, according to which the employee was hired. Records of the name of a position (job), specialty, profession indicating qualifications are made, as a rule, in accordance with the organization’s staffing table. If, in accordance with federal laws, the performance of work in certain positions, specialties or professions is associated with the provision of benefits or the presence of restrictions, then the names of these positions, specialties or professions and the qualification requirements for them must correspond to the names and requirements provided for in the relevant qualification reference books.

Changes and additions made in the prescribed manner to qualification reference books and the organization's staffing table are brought to the attention of employees, after which appropriate changes and additions are made to their work books on the basis of an order (instruction) or other decision of the employer.
If an employee is assigned a new rank (class, category, etc.) during the period of work, then a corresponding entry is made about this in the prescribed manner.

The establishment of a second and subsequent profession, specialty or other qualification for an employee is noted in the work book indicating the ranks, classes or other categories of these professions, specialties or skill levels. For example, a repairman was assigned the second profession “Electric and gas welder” with the assignment of the 3rd category. In this case, in the work book: in column 1 of the section "Information about work" the serial number of the entry is entered, in column 2 the date of establishment of the second profession is indicated, in column 3 the entry is made: "The second profession "Electric and gas welder" has been established with the assignment of the 3rd category" , column 4 indicates the relevant certificate, its number and date.

At the request of the employee, information about part-time work is recorded in the work book at the place of main work on the basis of a document confirming part-time work. In column 1 of the “Work Information” section of the work book, the serial number of the entry is entered, in column 2 the date of employment as a part-time worker is indicated, in column 3 an entry is made about acceptance or appointment as a part-time worker in a structural unit of the organization, indicating its specific name ( if the condition of working in a specific structural unit is included in the employment contract as an essential one), the name of the position, specialty, profession indicating qualifications, column 4 indicates the name of the document on the basis of which the entry was made with reference to its date and number. A record of dismissal from this job is made in the same manner.

3.2. If during the employee’s work the name of the organization changes, then an entry about this is made in a separate line in column 3 of the “Information about work” section of the work book: “Organization such and such has been renamed to such and such date,” and in column 4 it is entered the basis for renaming is an order (instruction) or other decision of the employer, its date and number.

3.3. In the work books of persons who have served a sentence in the form of correctional labor, an entry about the non-inclusion of work time during the period of serving the sentence in the continuous work experience is made as follows. In the “Information about work” section of the work book, in column 1 the serial number of the entry is entered, in column 2 - the date of entry; in column 3 an entry is made: “Work time from such and such a date (day, month, year) to such and such a date (day, month, year) is not counted towards continuous work experience.” Column 4 indicates the basis for making an entry in the work book - an order (instruction) or other decision of the employer (issued in accordance with the court verdict), its date and number.

3.4. When continuous work experience is restored in accordance with the established procedure, the following entry is made in the employee’s work book at the last place of work in column 3 of the “Work Information” section: “Continuous work experience was restored from such and such a date, month, year”, in column 4 a reference is made to the corresponding name of the document on the basis of which the entry was made, with reference to its date and number.

4. Filling out information about the award

5. Filling out information about dismissal
(termination of employment contract)

The date of dismissal (termination of an employment contract) is considered the last day of work, unless otherwise provided by federal law, an employment contract or an agreement between the employer and employee.

For example, when an employment contract with an employee is terminated due to a reduction in staff, October 10, 2003 is determined to be the last day of his work. The following entry must be made in the employee’s work book: in column 1 of the “Work Information” section, the serial number of the entry is entered, in column 2 the date of dismissal is indicated (10.10.2003), in column 3 the entry is made: “Dismissed due to a reduction in the number of employees of the organization, paragraph 2 of article 81 of the Labor Code of the Russian Federation", column 4 indicates the date and number of the order (instruction) or other decision of the employer on dismissal.

5.2. Upon termination of an employment contract on the grounds provided for in Article 77 of the Labor Code of the Russian Federation (except for cases of termination of the employment contract at the initiative of the employer and due to circumstances beyond the control of the parties (clauses 4 and 10 of this article), an entry about dismissal is made in the work book ( termination of the employment contract) with reference to the relevant paragraph of this article.
For example: “Dismissed by agreement of the parties, paragraph 1 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at his own request, paragraph 3 of Article 77 of the Labor Code of the Russian Federation.”

5.3. When terminating an employment contract at the initiative of the employer, an entry about dismissal (termination of the employment contract) is made in the work book with reference to the relevant paragraph of Article 81 of the Labor Code of the Russian Federation or other grounds for terminating the employment contract at the initiative of the employer, provided for by law.

For example: “Dismissed due to the liquidation of the organization, paragraph 1 of Article 81 of the Labor Code of the Russian Federation” or “Dismissed due to termination of access to state secrets, paragraph 12 of Article 81 of the Labor Code of the Russian Federation.”

5.4. When an employment contract is terminated due to circumstances beyond the control of the parties, an entry is made in the work book about the grounds for termination of the employment contract with reference to the relevant paragraph of Article 83 of the Labor Code of the Russian Federation.

For example: “Dismissed due to non-election to a position, paragraph 3 of Article 83 of the Labor Code of the Russian Federation” or “The employment contract was terminated due to the death of an employee, paragraph 6 of Article 83 of the Labor Code of the Russian Federation.”

5.5. When an employment contract is terminated on additional grounds provided for by the Labor Code of the Russian Federation or other federal laws, records of dismissal (termination of the employment contract) are made in the work book with reference to the relevant article of the Labor Code of the Russian Federation or other federal law.

For example: “Dismissed due to repeated gross violation of the charter of an educational institution within a year, paragraph 1 of Article 336 of the Labor Code of the Russian Federation” or “Dismissed due to reaching the age limit established for holding a public position in the civil service, paragraph 2 (1) of the article 25 of the Federal Law of July 31, 1995 N 119-FZ “On the Fundamentals of the Civil Service of the Russian Federation.”

5.6. When an employment contract is terminated at the initiative of an employee for reasons that are associated by law with the provision of certain benefits and benefits, a record of dismissal (termination of the employment contract) is made in the work record book indicating these reasons. For example: “Dismissed at her own request due to the transfer of her husband to work in another area, paragraph 3 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at her own request due to the need to care for a child under 14 years of age, paragraph 3 of the article 77 of the Labor Code of the Russian Federation."

6. Features of filling out information about dismissal (termination of an employment contract) and hiring (appointment) in connection with the transfer of an employee to another permanent job with another employer (to another organization) or his transfer to an elective job (position)

When hired to a new place of work, an entry is made in the employee’s work book in column 3 of the “Information about work” section, provided for in paragraph 3.1 of these Instructions, indicating that the employee was accepted (assigned) in the order of transfer.

6.2. Upon dismissal (termination of an employment contract) in connection with the transfer of an employee to an elective job (position) to another employer (to another organization), an entry is made in the work book: “Dismissed in connection with the transfer to an elective job (position) in (indicate the name of the organization) , paragraph 5 of Article 77 of the Labor Code of the Russian Federation."

At a new place of work, after indicating the full name of the elected body, as well as the abbreviated name of the elected body (if any), in column 3 of the “Work Information” section of the work book, an entry is made about what job (position) the employee was elected to, and in the column 4 indicates the decision of the elected body, the date and number of its adoption.

7. Features of filling out a duplicate work book

7.1. A duplicate of the work book is filled out in accordance with sections 1 - 6 of these Instructions.

7.2. If the employee had already worked before joining this organization (with this employer), then when filling out a duplicate work book in the section “Information about work” in column 3, first of all, a record is made about the total and/or continuous work experience as an employee before joining this organization (to this employer), confirmed by relevant documents.

The total work experience is recorded in total, that is, the total number of years, months, days of work is indicated without specifying which employer, in what periods of time and in what positions the owner of the work book worked in the past.

After this, the total and/or continuous work experience, confirmed by properly executed documents, is recorded for individual periods of work in the following order: column 2 indicates the date of hire; Column 3 records the name of the organization (employer) where the employee worked, as well as the structural unit and job (position), specialty, profession indicating the qualifications for which the employee was hired.

If the submitted documents confirm that the employee was transferred to another permanent job in the same organization (with the same employer), then a corresponding entry is also made about this.

Then, in column 2 the date of dismissal (termination of the employment contract) is indicated, and in column 3 - the reason (ground) for dismissal, if the document submitted by the employee contains such data.

In the event that the documents do not fully contain the above information about work in the past, only the information available in the documents is entered into the duplicate work book.

Column 4 indicates the name, date and number of the document on the basis of which the corresponding entries in the duplicate were made. The original documents confirming work experience, after making copies of them and duly certified by the employer or personnel service, are returned to their owner. The employer is obliged to assist the employee in obtaining documents confirming his work experience prior to joining the employer.

A work record can tell an employer about positive and negative aspects new employee. It records all the reasons for dismissal, total length of service and length of service in a specific position or place of work.

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For an employee, having a work permit is confirmed by work experience, career and possible awards made by the previous employer. The work book is the first document on the basis of which, upon the occurrence of certain conditions or age, you will be awarded a pension.

What regulations regulate the rules for maintaining and storing work books? What information does it contain? We will give answers to these and other questions in the article.

Conditions and legal requirements

Every official document that is valid must be supported by regulations.

These include:

Labor Code. It regulates the preparation of a work book and other labor Relations between employee and employer. The Code defines a work book and lists the employer’s responsibilities for storage and completion.
Code of Administrative Offences. Normative act, which regulates the consequences of violation legal norms relating to the work book established by the Labor Code of the Russian Federation. Thus, both documents represent one whole.
Government resolution “On work books” contains a sample and form of an employment contract, an insert in the work book, rules for filling out and storing.
Resolution “On approval of instructions for filling out the Labor Code”. The initiator of the document is the Ministry of Labor. The document clearly defines where to start filling out, what information to enter and how to correct mistakes.

Today, employers have every right to accept and fill out work books of the 1938, 1975 and 2003 models.

Those who apply for a job on January 1, 2004 have the right to provide the latest sample Labor Code for filling out. Old-style books can be replaced with new ones only or designed.

You can view the main documents here:

Rules for maintaining work books

Responsible persons

According to the law, the employer must create all conditions for maintaining and storing work books.

The order appoints an employee of the personnel department or an accountant to maintain work records. , issuing orders for employees and maintaining work books must be completed by personnel department employees. In small organizations there is no such department, and their responsibilities are assigned to the chief accountant.

The authorized employee is fully responsible for the correct execution and maintenance of work books.

All labor documents must be stored in a special safe with the director, accountant or human resources department.

At the discretion of the manager, it is possible to store it in another place that is not accessible to other employees.

Please note that drawing up an order on the person responsible for filling out work books is mandatory.

During the first inspection of the organization’s work, the inspector has every right to request an order.

In the absence of a document, the state inspector has the right to impose administrative penalty. The size varies from 5 to 50 minimum wages.

The order appointing a responsible person must indicate:

last name, first name, patronymic of the employee;
job title;
text of the order: “assign responsibility for filling out...”;
Date of preparation;
signature of the employee and the head of the organization.

Example document:

Example of an order to appoint a responsible person

What information is entered and how is it formatted?

When applying for a job for the first time, each person must provide a clean work record book to the personnel department or accounting department.

Filling out must take place in the presence of an employee. According to the law, this must occur within 7 days from the date of conclusion of the employment contract.

Information that must be included in the document:

Employee personal data: last name, first name, patronymic and date of birth. Information is entered on the basis of the provided passport or other identification document.
Education information: higher, secondary, secondary technical. Information is entered on the basis of a diploma or certificate of completion of an educational institution.
Information about the position held: date of admission, name of the organization where the employee was hired, position, number and date of the order.

When transferring to another position, improving qualifications, hiring or awarding, all entries must be recorded in the work book.

Each entry is made no later than 7 days from the date of issue of the order. Upon dismissal, the entry must be made on the same day, and the employment record must be handed over to the employee.

When entering new data into a labor document, the person authorized to complete it must familiarize the employee with the information. He, in turn, must sign the personal card.

Additional information:

deadlines military service or internal affairs - on the basis of;
terms of training for the purpose of advanced training - on the basis of diplomas, certificates or other documents confirming training;
restoration of continuous work experience, entry is made at the last place on the basis of the relevant document;
on awarding state awards, certificates of honor, etc.

Reasons for entries

Entries in the work book must be made only on the basis of an order.

Personal information about the employee is entered according to the documents provided by him. The entry is made no later than 7 days from the date of issuance of the order or instruction.

Note that, unlike an order, which may indicate the grounds for a transfer, a change in salary in connection with a transfer to another position, the information cannot be completely rewritten in the work book.

You indicate only the reason for the entry (transfer, dismissal), the date of the order.

Based on the order, the following are entered into the work book:

recruitment;
transfer to another position;
assignment of a new qualification, salary scale or category;
rewarding, encouragement;
dismissal.

Dates

Regardless of which column the date is indicated in, all entries are made in Arabic numerals. The month and date are indicated by a two-digit number, the year by a four-digit number.

For example, transfer of an employee to another position on March 14, 2019. The date will be written: “03/14/2015”.

Ink colors

To draw up a work record book, entries may be made with a ballpoint, gel, or fountain pen. Ink colors can be blue, purple or black.

Language

According to the law official language RF – Russian. Accordingly, all entries in the work book are made on it.

An exception may be a second language that is used on the territory of the constituent entities of the Russian Federation. First, an entry is made in Russian, and then in the language of the republic.

Note that this is only possible if the employing organization is located on the territory of this republic. For example, in the Moscow region, making an additional entry will not be allowed.

Abbreviations are not allowed

According to the law, entries in the work book are made as completely as possible. Any abbreviation of words is prohibited.

Serial numbers

Each entry in the work book is assigned its own serial number. The first line will record the employee's hiring. Subsequent data are entered in order under numbers 2, 3, 4, etc.

It is prohibited to break the numbering or start it again.

Deadlines for depositing

As mentioned above, each entry is made in the work book on the basis of an order. It can be entered no later than 7 days from the date of issuance of the order or instruction.

Alteration

Errors may be made when entering employee personal information and information about work activities.

According to the law, changes are allowed on the title page only in the last name and in the “education” line. Incorrect information is crossed out with one line and correct information is written above/below the line. In this case, the document on the basis of which the correction was made is indicated on the inside cover. The date, signature of the employee who entered the information and the seal of the organization are put.

If errors are detected in the information entered on previous works, they can be corrected by an employee on site.

Example of changes to the title:

Changes on the title page when acquiring a new profession

Corrections in work activity:

after an incorrect entry, the next number is entered;
date of correction;
“entry No. is invalid”;
correct information is entered;
the order is placed that was indicated next to the incorrect entry.

Example:

An example of making changes to a document

Insert design

With frequent job changes or transfers, the number of free lines in the work book may run out.

In this case, an insert is used. Its design is similar to the labor document. It cannot be used separately.

The TC must indicate the presence of an insert.

Note about the insert:

An example of a note about the issue of an insert

Employee familiarization

The employer does not have the right to hide entries that are entered in the work book from the employee.

By law, he must familiarize the employee with all the information included in his document.

After review, the employee must sign the information received on his personal card.

Features for individual entrepreneurs

In 2006, a law was introduced that obligated individual employers to make entries in the work books of their employees. The rights of individual entrepreneurs are equalized with legal entities.

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