Labor Code - according to the law, this is (Article 66 of the Labor Code of the Russian Federation), a personal document reflecting the quality of work and information about the work of a person, as well as his professional experience. The book is created by the first official employer. The employer is responsible for the correct maintenance of the work book. Maintaining employment documents for a company or a private entrepreneur is mandatory, only young professionals without any work experience at all can be accepted without a work book, as well as people who work part-time.

Why do we need a work book, its acquisition and registration

In circulation there are types of documents from 2004, 2003, 1973, 1938. All these samples are valid and do not need to be replaced.

The functions performed by the work book are as follows:

• From it you can learn about the reasons for the dismissal of an employee from previous jobs, about awards, about experience
• A work book is required to calculate a pension

The employer must provide the employee with a work book if he is hired for the first time after graduating from a university or other educational institution. The employee must apply to the personnel department with a request to get him a work book in writing. When registering a work book, a young specialist must be present in person, and they must issue it in the first five days of the employee's work. The fee for the creation of a shopping mall is charged from the employee (clause 47 of the registration rules), but not always:

• TK was issued incorrectly;
• TK lost;
• Lost a lot of TK due to an emergency;

In all these cases, the costs of a blank form of the work book are borne by the employer.

Sometimes a situation arises that the hired employee has work experience, but the work book is lost or missing for some other reason. The personnel department of the enterprise draws up a new TC for the employee, which includes:

• Verified work experience;
• Encouragement and thanks from the old shopping mall;

Acquisition of pure work books- the sole task of the employer, they are bought depending on the number of hired persons who get a job in a company with a missing book. Only the official seller (“GOZNAK”) can sell TK forms, the purchase of labor from other persons is not provided for by the labor code and is a violation of it, for which the employer will be held liable (5.27 of the Code of Administrative Offenses).

Accounting for labor documents

The obligations for the correct preservation of labor documents fall entirely on the shoulders of the employer - this is regulated by law (Section VI of the rules of the Government of the Russian Federation of 2003). In modern practice, there are two documents designed to control work books:

• Journal of accounting of work books. The personnel department of the company is in charge, the date of acceptance of the employee, personal data, position, number of the appointment order, details of the shopping mall are recorded in it.
• Income book. Manages company accounting. This book reflects all operations for the purchase of forms of work books and inserts in them, details are entered.

The pages in the above documents have a serial number, are laced, have a seal, seal and signature of the head of the organization. Details on the maintenance of these documents can be found in paragraph 41 of the rules of the Government of the Russian Federation of 2003 No. 225.

Maintenance and storage of work books of employees

In order to appoint a person who will be responsible for the execution and maintenance of work books, personal cards of employees, the head of the company writes an order in free form - this is legalized in paragraph 45 of the rules of the Government of the Russian Federation of 2003 No. 225. At a large enterprise, he usually draws up labor in the personnel department, but if there is no personnel department in the company, then work books and other documents may be under the responsibility of the accounting department, office work department, secretariat.

To change the subordinate responsible for maintaining work books, you must enter into an acceptance agreement. The agreement includes the personal data of the owners of the books, the number of documents transferred. Without the signatures of the person who submitted and accepted the case, the act is considered invalid.

It is important to keep work books in a place inaccessible to third parties. Most often, labor documents are stored in a lockable cabinet or safe if the storage rules are violated, i.e. documents may be subject to damage in the place of storage, penalties may be imposed on the enterprise. The shelf life of work books is until the dismissal of the employee. The period of storage of labor documents is regulated by the list standard documents(paragraphs 664, 686 and 695 of the List):

• Income and expense book for accounting forms TC - 5 years;
• The book of accounting for the movement of the TC - 75 years;
• Unclaimed work books - 75 years;

Instructions for maintaining work books

Filling in a new (empty) work book:

1. Entries are to be made only with a black blue ballpoint pen. purple.
2. All entries are made on the basis of an order, its number is entered into the workbook.
3. All entries are made without abbreviations and have their own number within the section.
4. The use of Roman numerals is unacceptable, all dates are written in Arabic numerals.

Filling out the title page of the work book (checking the correctness of the completed one)

• Full name according to the passport (do not reduce)
• Date of Birth. Month in words, day and year in figures: December 5, 1975
• Education (“higher professional”, “secondary professional”)
• In the nominative case, specialty ("lawyer", "teacher")
• Completion Date (within 5 days of hiring)
• Signature and its transcript, as well as the signature (decryption) of the owner of the shopping mall
• Stamp of the company

Information about employment (check the correctness of the completed)

Attention! Before recording, it is important to put the seal of the enterprise and duplicate its details in words.

• Sequence number of the entry
• Employee hire date
• "Accepted (a) in (name of department) to the position of (name)"
• Order, its number

During the dismissal, the second line records the date (the last working day of the employee), the third - the reason for terminating the working relationship and a reference to the corresponding article of the Labor Code.

Part-time work and work book

Information about labor activity concurrently, it can be entered in the shopping mall in the personnel department of the main employing company. A record of part-time employment is not required by law and is made only on the personal initiative of the owner of the document (Article 66 of the Labor Code). A citizen must submit a written request with a desire to make an entry in the Labor Code in the personnel department of the main employer company, as well as attach a certified copy of the employment agreement signed by the director from the company where he works as a part-time job.

If the data of the owner of the shopping mall has changed

Personal information in the Labor Code is subject to adjustment if the employee's personal information has changed. How is the change of surname in the work book? The data that has changed is entered into the TC upon confirmation by the relevant documents. If the employee changed her last name due to marriage, then the marriage certificate must be a supporting document. Correction of information is carried out by crossing out old information and entering new information. On the inside of the cover is stamped and signed by the head of the personnel department.

How to certify a work book?

The company's human resources department can certify a copy labor document. To do this, you need to make copies of all pages containing records. At the place of work, they will be stamped, the current date and the inscription: "The copy is correct." Also, the responsible person of the organization will put his signature and mark on the copy that you are currently working in the company. A copy certified in this way is accepted by any organization as confirmation of a permanent place of work.

Work without a work book, wrong entries

If an employee works without a work book and is not labor contract, then it is not officially arranged. A large number of employers act, disregarding the law and issuing wages“in an envelope”, this allows them to significantly save on tax deductions. For such “savings”, the employer can be arrested by the Federal Tax Service for the purpose of conducting an audit and imposing sanctions up to and including criminal punishment.

The refusal of the organization to maintain work books or their incorrect maintenance is a violation labor law, for which there is a fine in the amount of 1,000 to 5,000 rubles for officials and about 50,000 for legal entities (Resolution of the FAS MO dated 10.26.2006 N KA-A40 / 10220-06). Also, controllers can stop the activities of the company for up to 90 days.

If the employer fails to correct the incorrect entries in the employment record in a timely manner, then he must compensate the employee for damages equal to the period during which the employee could not work.

Sample of filling and execution of a work book

Title page sample

Job details

Dismissal

Information about awards

Summing up, we add that, of course, a work book is an important document, subject to strict accountability, but for the past decade, rumors of a proposed cancellation have stubbornly hovered around it. For what purpose? Even prominent legal scholars find it difficult to answer this question. Supporters of the abolition believe that the work book is a relic of the Soviet past, an atavism. But instead of TK, they cannot offer anything. Therefore, on this stage development labor relations between employees and the employer, this document is required.

The work book reflects the entire work biography of a person. Making entries in it, as well as storing and issuing it to an employee upon dismissal, is strictly regulated by the legislation of the Russian Federation in 2016, and it is necessary to follow these rules for maintaining work books.

Legislative regulation of issues of work books

A novice personnel officer or accountant, who first encountered work books of employees, certainly needs to know what rules of law govern their handling.

The work book is a form of the form established by the Rules with the appropriate degrees of protection indicating the series and number of 20 spreads, the pages of which are numbered and have sections where records of the appropriate type are entered (information about the employee (the so-called title page), information about work, information about awards).

If the sections "Information about work" or "Information about awards" are over, then an insert is made in the work book. Its form, form and maintenance are subject to requirements similar to the requirements for the work book itself.

The employer is obliged to have a constant supply of the required number of forms of work books and inserts in them (clause 44 of the Rules).

Forms of work books and inserts must be purchased by the employer centrally from official distributors authorized by GOZNAK (their list is published on the GOZNAK website).

Similar forms can be found in stationery stores and kiosks selling printed matter to the public, but such a sale is not legal. Since there are no guarantees of their authenticity and compliance with the requirements of regulatory enactments, the employer does not have the right to require the newly hired employee to have the form purchased at the kiosk on hand. Moreover, it is illegal to accept it from an employee for further filling, and we do not recommend doing this in order to avoid further problems.

The form of the work book can be checked for authenticity by comparing the correspondence of the series and number to the year of issue, as well as the form established by the same Government Decree that approved the Rules.

Employment book - strict reporting form

Both work books received from employees and their blank forms and inserts are subject to strict accounting when stored with the employer (this is indicated by section six of the Rules).

For these purposes, accounting journals must be kept according to the established forms:

• income and expense book for accounting forms of the work book and an insert in it;
• book of accounting for the movement of work books and inserts in them.

Both of these books must be necessarily laced and numbered, certified by the signature of the head of the organization and sealed wax seal(sealed) - this is stated in paragraph 41 of the Rules.

The income and expense book for accounting for forms is maintained by the accounting department of the organization, and it reflects all operations for receiving and spending forms of the work book (insert in it) indicating the series and number of the form.

The book of accounting for the movement of work books is maintained by personnel officers. It records information on the acceptance and issuance upon dismissal of all work books of employees and inserts in them, both accepted from employees upon admission to work, and issued to employees again. At the same time, their series and number must be indicated in the accounting book, and the employee’s signature is affixed to receive the work book in his hands upon dismissal.

The official of the organization responsible for work books

The law directly obliges the employer to properly organize work with work books.

Strict accounting of these documents in the organization requires the presence of a specially authorized official- the person responsible for the maintenance, storage, accounting and issuance of work books.

Such a person is appointed by order or order of the employer. Usually, such responsibility is assigned to a specific employee of the personnel service or an accountant who is directly involved in work books.

The order is issued in an arbitrary form, its wording may look, for example, as follows: "To appoint the inspector of the personnel department Anna Nikolaevna Petrova as the person responsible for maintaining, storing, accounting and issuing work books." The order number, date, as well as full name, position and, of course, the signature of the head are affixed.

The procedure for maintaining work books

The procedure for making entries in the work books of employees is of great importance, so they must be made strictly according to the established rules.

The above-mentioned Instruction containing the norms for maintaining work books is devoted to the procedure for maintaining work books.

The Instructions regulate all possible stages of filling out this document, starting with how to correctly enter information about the employee (on the title page), records of work and transfers, awards and incentives, dismissal, invalidation of the record, and ending with the issues of issuing a duplicate.

It should be noted that no fundamental changes have been made to it since the publication of the Instruction. Therefore, the Instruction for maintaining work books in 2015-2016 does not differ in any features compared to previous periods.

How to keep a workbook

Since the form of the work book is a document of strict accountability, and the completed work book also contains the personal data of the employee, the law imposes on the employer the obligation to store it correctly.

We talked about accounting for work books in special books above, now let's talk, in fact, about their storage.

Neither the Labor Code of the Russian Federation, nor the Rules, nor the Instructions contain rules on where work books should be stored. That is special rules storage for work books is not established.

Therefore, one should refer to the norms on document circulation (the current "TEXT on documents and document circulation in accounting", approved by the USSR Ministry of Finance on July 29, 1983 N 105).

It provides that forms of strict accountability should be stored in safes, metal cabinets or special rooms to ensure their safety (clause 6.2). It is silent about whether such a safe should be fireproof and whether grilles should be installed on the windows of the room.

Thus, the storage of work books should be carried out in a way that ensures their safety and prevents unauthorized persons from accessing them.

Shelf life of work books

The employer keeps the employment records of all full-time employees except for collaborators.

They are handed out only upon dismissal of an employee (termination of an employment contract with him for any reason), or for a while for submission to social insurance (security) bodies in accordance with Art. 62 of the Labor Code of the Russian Federation at the written request of the employee.

There may be situations when the work books of deceased employees remain with the employer.

According to paragraph 37 of the Rules, in the event of the death of an employee, a work book (with an entry made in it about the termination of the employment contract under paragraph 6 of part 1 of article 83 of the Labor Code of the Russian Federation) is issued into the hands of one of his relatives against receipt in the book of accounting for the movement of work books or sent by mail at the written request of one of the relatives.

That is, the employer should notify the relatives of such an employee about the need to obtain his work book or agree to send it by mail.

If, for some reason, the work book of the deceased employee remained with the employer, then it must be kept in the organization permanently until it can be demanded by relatives.

The shelf life of work books that were not in demand is 75 years (clause 664 of the List of typical managerial archival documents generated in the course of activities government agencies, organs local government and organizations, indicating the terms of storage, approved. Order of the Ministry of Culture of Russia dated August 25, 2010 N 558).

Maintenance rules are detailed in the following documents:

The procedure for providing employers with work book forms and an insert in the work book, approved by order of the Ministry of Finance of the Russian Federation of December 22, 2003 No. 117n.

How is storage and accounting carried out?

According to the Rules, the responsibility for the safety of the forms of employees lies with the employer. He also appoints an employee responsible for maintaining the forms of the company's employees. Such a decision is made by order.

Order on maintaining work books, sample

Each organization must purchase blank documents for its own purposes. They are stored in the personnel department and are issued when registering employees who are employed for the first time, as well as if it is necessary to issue a duplicate. All forms are subject to strict accounting and are stored in accordance with the rules.

To account for the TC, it is necessary to keep two books:

an income and expense book for accounting for shopping malls and inserts in them (maintained by the company's accounting department. Information regarding the expenditure of forms is entered into it, indicating the series and number of each document);



When issuing a TC to an employee, the manager charges him a fee equal to the cost of acquiring it. The production time for a new shopping mall is 1 week (clause 8 of the Rules).

What information is included in a workbook?

What information is entered in the work book? During the initial registration of the TC, the following data about the employee is entered in the title page:

• Date of Birth;
• information about education;
• profession;
• speciality.

After filling out the title page, the employee certifies with his signature the correctness of the information entered (paragraph 1, clause 2.2 of the Instruction). personnel worker The person responsible for filling out the form puts his signature and the seal of the organization in the required line.

The following pages contain information about hiring, promotion, and dismissal. There is also a section on rewards and incentives for employees for good work. All information in the document is entered on the basis of the order of the employer. His details are also without fail indicated in the corresponding column.

The employer is obliged to acquaint its owner with each entry made about work activities, about transfer and dismissal against signature in his personal card.

Express your opinion about the article or ask the experts a question to get an answer

In accordance with the Government Decree Russian Federation dated April 16, 2003 N 225 "On work books" (Collected Legislation of the Russian Federation, 2003, N 16, art. 1539) Ministry of Labor and social development Russian Federation decides:

1. Approve:

Instructions for filling out work books in accordance with Appendix No. 1;

the form of the income and expense book for accounting for 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 N 3.

2. Recognize as not valid on the territory of the Russian Federation:

Decree of the State Labor Committee of June 20, 1974 N 162 "On approval of the Instruction on the procedure for maintaining work books at enterprises, institutions and organizations";

Decree of the State Committee for Labor of the USSR of 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 the Decree of the State Committee of Labor of June 20, 1974 N 162";

Decree of the State Labor Committee 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 Decree of the State Committee for Labor of the USSR of August 15, 1990 N 332 "On declaring invalid and amending the decisions of the State Committee for Labor on issues of combination employment";

Decree of the State Committee for Labor of the USSR of October 19, 1990 N 412 "On Amendments to the Instruction on the Procedure for Maintaining Labor Books at Enterprises, Institutions and Organizations, approved by the Decree of the State Committee of Labor of June 20, 1974 N 162 (as amended by the Decree of the State Committee of Labor of the USSR of August 2 1985 N 252)".

Minister of Labor and Social Development
Russian Federation
A. Pochinok

Appendix No. 1

Instructions for filling out work books

This Instruction, in accordance with paragraph 13 of the Rules for maintaining and storing work books, preparing blank work books and providing employers with them (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 of duplicate work books (hereinafter referred to as work books).

1. General Provisions

1.1. Entries of dates in all sections of work books are made in Arabic numerals (day and month - two-digit, year - four-digit). 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 accurately, with a fountain or gel pen, rollerball pen (including ballpoint), light-resistant ink (paste, gel) of black, blue or violet color and without any abbreviations. For example, it is not allowed to write "pr." instead of "order", "disp." instead of "instruction", "trans." instead of "translated", etc.

1.2. In the sections "Information about the work" and "Information about the award" of the work book, it is not allowed to cross out previously made inaccurate, incorrect or other invalid entries.

For example, if you want to change a specific job entry in the Job Details section after the corresponding last one in this section entry, the subsequent serial number, the date of the entry is indicated, in column 3 an entry is made: "The entry for the number such and such is invalid." After that, the correct entry is made: "Accepted by such and such a profession (position)" and column 4 repeats the date and number of the order (order) or other decision of the employer, the entry from which was incorrectly entered in the work book, or the date and number of the order are 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 in case of recognition of the illegality of the dismissal or transfer by the employer, the control and supervisory authority, the review body labor disputes or by the court and reinstatement in the previous job or change the wording of the reason for dismissal. For example: "The entry for the number such and such is invalid, restored to the previous job." When the wording of the reason for dismissal is changed, an entry is made: "The entry for the number such and such is invalid, dismissed (the new wording is indicated)". In column 4, a reference is made to the order (instruction) or other decision of the employer to reinstate at work or change the wording of the reason for dismissal.

If there is an entry in the work book about dismissal or transfer to another permanent job, subsequently recognized as invalid, a duplicate of the work book is issued upon a written application of the employee without making an entry declared invalid. At the same time, in the upper right corner of the first page of the duplicate work book, an inscription is made: "Duplicate". On the first page (title page) of the previous work book, it is written: "A duplicate was issued instead" indicating its series and number.

2. Filling in 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 work books, is filled in as follows:

surname, name and patronymic are indicated in full, without abbreviation or replacement of the name 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. .);

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

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

profession and / or specialty are indicated on the basis of documents on education, qualifications or the availability 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 with his signature on the first page (title page) of the work book that the information entered is correct.

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) in which the work book was first filled out is affixed.

2.3. Changes in records in work books about last name, first name, patronymic and date of birth are made on the basis of a passport, birth certificate, marriage, divorce, change of last name, first 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 former surname or first name, patronymic, date of birth is 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 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).

2.4. Change (addition) on the first page (title page) of the work book of entries on new education, profession, specialty received is carried out by supplementing existing entries (if they already exist) or filling in the corresponding lines without crossing out previously made entries.

3. Filling in job details

3.1. In column 3 of the section "Information about work" of the work book, the full name of the organization, as well as the abbreviated name of the organization (if any) are indicated in the form of a heading.

Under this heading in column 1 the serial number of the entry being made is put, 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 for 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 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 about the name of the 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 provision of benefits or restrictions is associated with the performance of work in certain positions, specialties or professions, then the name of these positions, specialties or professions and qualification requirements they must comply with the names and requirements provided for by the relevant qualification reference books.

Amendments and additions made in accordance with the established procedure in qualification guides, staffing 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 category (class, category, etc.) during the period of work, then 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 categories, classes or other categories of these professions, specialties or skill levels. For example, a repairman was given 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 put, 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" was 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 the main job on the basis of a document confirming part-time work. In column 1 of the section "Information about work" of the work book, the serial number of the entry is put, in column 2 the date of employment as a part-time worker is indicated, in column 3 an entry is made about the acceptance or appointment as a part-time worker in the structural unit of the organization indicating its specific name ( if the condition of working in a particular 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. In the same order, a record of dismissal from this job is made.

3.2. If the name of the organization changes during the work of the employee, then a separate line in column 3 of the "Information about work" section of the work book is written about this: "Organization such and such was renamed from such and such a date to such and such", and in column 4 it is affixed 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 corrective labor, an entry on the non-inclusion of the time of work during the period of serving the sentence in the continuous length of service is made as follows. In the section "Information about work" of the work book in column 1, the serial number of the entry is put, in column 2 - the date of the entry; in column 3, an entry is made: "The time of work from such and such a date (day, month, year) to such and such a date (day, month, year) is not counted as 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 verdict (determination) of the court), its date and number.

3.4. When the continuous work experience is restored in accordance with the established procedure, an entry is made in the employee's work book at the last place of work in column 3 of the "Information about work" section: "The 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 in information about the award

The procedure for entering information about the award is as follows: in column 3 of the section "Information about the award" of the work book, the full name of the organization, as well as the abbreviated name of the organization (if any) are indicated in the form of a heading; below in column 1 is the serial number of the entry (numbering that increases throughout the entire period of the employee's labor activity); column 2 indicates the date of the award; column 3 records who awarded the employee, for what achievements and 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 in information about the dismissal (termination of the employment contract)

5.1. The record of dismissal (termination of the employment contract) in the work book of the employee is made in the following order: in column 1 the serial number of the record is put; 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 the last day of work, unless otherwise provided by federal law, the employment contract or an agreement between the employer and the employee.

For example, when an employment contract with an employee is terminated due to a reduction in the staff, October 10, 2003 is determined as the last day of his work. The following entry must be made in the work book of the employee: in column 1 of the section "Information about work" the serial number of the entry is put, in column 2 the date of dismissal is indicated (10.10.2003), in column 3 the entry is made: article 81, paragraph 2 Labor Code 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 (with the exception of cases of termination of an employment contract at the initiative of the employer and due to circumstances beyond the control of the parties (paragraphs 4 and 10 of this article), an entry on dismissal is made in the work book ( termination of the employment contract) with reference to the relevant paragraph of this article.

For example: "Fired by agreement of the parties, paragraph 1 of Article 77 of the Labor Code of the Russian Federation" or "Dismissed by own will, 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 is made in the work book about the dismissal (termination of the employment contract) 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: "Fired due to the liquidation of the organization, paragraph 1 of Article 81 of the Labor Code of the Russian Federation" or "Dismissed due to the termination of access to state secrets, paragraph 12 of Article 81 of the Labor Code of the Russian Federation."

5.4. Upon termination of an employment contract due to circumstances beyond the control of the parties, an entry is made in the work book on 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: "Fired due to non-election to the position, paragraph 3 of Article 83 of the Labor Code of the Russian Federation" or "Employment contract terminated due to the death of an employee, paragraph 6 of Article 83 of the Labor Code of the Russian Federation."

5.5. Upon termination of an employment contract on additional grounds provided for by the Labor Code of the Russian Federation or other federal laws, entries on the 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: "Fired due to a repeated gross violation of the charter of an educational institution during the year, paragraph 1 of Article 336 of the Labor Code of the Russian Federation" or "Dismissed due to reaching the age limit set for replacement public office public service, article 25 para. 2 (1) federal law dated July 31, 1995 N 119-FZ "On the fundamentals of the public service of the Russian Federation".

5.6. When terminating an employment contract at the initiative of an employee for reasons to which the law relates the provision of certain benefits and benefits, an entry on dismissal (termination of the employment contract) is made in the work book indicating these reasons. For example: "Fired of her own free will in connection with the transfer of her husband to work in another locality, paragraph 3 of Article 77 of the Labor Code of the Russian Federation" or "Fired of her own free will in connection with the need to care for a child under the age of 14, paragraph 3 of the article 77 of the Labor Code of the Russian Federation".

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

6.1. Upon dismissal (termination of the employment contract) in connection with the transfer of the employee to another permanent job to another employer (to another organization), column 3 of the section "Information about work" of the work book indicates in what order the transfer is carried out: at the request of the employee or with his consent .

Upon admission to a new place of work in the employee's work book in column 3 of the section "Information about work", an entry is made as provided for in paragraph 3.1 of this Instruction, indicating that the employee was accepted (appointed) in the order of transfer.

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

At the 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 "Information about work" section of the work book, an entry is made about what job (position) the employee was elected to, and in 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 in in accordance with sections 1-6 of this Instruction.

7.2. If the employee has already worked before joining this organization (to this employer), then when filling out a duplicate work book in the section "Information about work" in column 3, first of all, an entry is made about the total and / or continuous work experience as an employee before entering the 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 that, 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 employment; column 3 contains the name of the organization (employer) where the employee worked, as well as the structural unit and work (position), specialty, profession, indicating the qualification 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, column 2 indicates the date of dismissal (termination of the employment contract), and column 3 - the reason (reason) 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 of the 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 the length of service, after making copies of them and duly certifying them by the employer, or personnel service returned to their owner. The employer is obliged to assist the employee in obtaining documents confirming the length of service of his work prior to employment with this employer.

Each employee who works at his workplace for more than five days must be provided with a work book filled in in accordance with all rules. Permanent, seasonal, temporary, and even freelance workers have this right.

The only exceptions are only those employees with whom a civil law contract has been concluded in advance. Employees of this type should not enter anything in the work book, since this is not required in accordance with the provisions of the Labor Code of the Russian Federation.

In the event that a new employee has not previously worked anywhere officially, and therefore did not have time to acquire a work book, it is necessary to draw up an empty form in the presence of this employee within a week after he is hired.

And it also happens that during employment new employee brings to the personnel department not one, but several work books. Don't get lost in this case. It is enough just to enter employment data in any of the books brought by the employee and hide it in the safe along with the rest, since they may be needed when calculating the length of service.

Filling out work books: instructions for 2017

The rules in accordance with which work books are filled out must always be observed. Regardless of what data is entered in the work book, the following rules should be followed:

• All data must be entered in Russian. If the employer operates in one of the republics of the country on the territory of which another state language is fixed, the entry made can also be duplicated in it;
• the instruction for maintaining work books states that data can only be entered into it with a pen that writes in purple, blue or black. At the same time, it must be of a ball, feather or gel type;
• you can not reduce the information entered in the work book. Also, there should only be Arabic numerals, and the date in DD.MM.YYYY format. It is noteworthy that even such an abbreviation as "g." (year), should not be;
• since, starting from 2015, organizations received the right not to have a round seal, from September 2016, when filling out work books, they may not be affixed with a round seal.

Attention! Regardless of this rule, dates are still quite often indicated in the format of letters and numbers. The reason for this is the peculiarity of the typographic printing of forms, in which the year is indicated in abbreviated form, and the place where the number should be entered is highlighted with quotation marks. Well, since such a contradiction is not regulated at the legislative level, the employer does not bear any responsibility for filling out work books in this form.

But do not forget that each entry in the work book must be numbered with a through type, except for those whose numbering is not provided for by the established rules.

Attention! The rules for filling out work books in 2016 also apply to filling out an insert for this very book.

Employee Information

Most often, a person whose authority includes making entries in a work book should not enter data about its owner there. And all because information of this kind is indicated on the title page of work books. By the way, it must necessarily coincide with the content of identity documents. Information about the owner of work books includes:

• FULL NAME.;
• exact date of birth;
• information about education (from a certificate or diploma);
• specialty written in the nominative case.

If an employment contract is concluded with an employee, it is necessary to check whether his personal data is filled out correctly, and whether the following is present in the work book:

• the signature of its owner, certifying the authenticity of information about the person;
• the signature of the person who filled out the work book, along with a full transcript;
• the date of filling out the work book, which does not exceed five days from the moment the employee enters work;
• seal of the organization, if any.

It is necessary to fill out the title page of the book or an insert in it only if a new work book is established or if the old one is lost, that is, as a duplicate of it.

If in the course of work an employee's personal data changes, for example, a surname in the event of marriage or divorce, corrections in the work book are mandatory. In this case, the old surname must be crossed out with one line, and a new one must be written on top. The details of the document that confirms these changes are entered on the cover of the work book from the inside and are confirmed by the signature of the filling person, as well as the seal of the employer.

Information about the employer

The filling instructions state that information about the organization hiring the owner of the work book must be entered before the main records of the employee's work. In this case, you do not need to assign a serial number. And the name of the organization must be indicated both in full and in abbreviated form.

Rostrud recently issued letters, according to which, if both the short and the full name of the organization are present on the seal, they can not be written on a separate line. However, one should not forget that this letter is purely advisory in nature.

But if the employer decides to change its name or reorganize, this fact must be entered in all work books of hired employees. But in this case, it is necessary that the records of the employee's dismissal from the old enterprise, as well as his acceptance to the new one, fully correspond to each other.

Entry in the work book

Employment records should contain data on the most important events during the employee's labor activity, which are provided for by the rules, as well as instructions for filling out the TC. The most common ones include:

• admission to a new job;
• military service;
• any changes in the conduct of the employee's work activities;
• penalties;
• awards;
• dismissal;
• reinstatement in a position;
• annulment of a court decision regarding restoration;
• a period that is not included in the total length of service.

Employment record in the workbook

Information regarding employment is entered directly into the work book, based on a written order from the employer himself. This entry must include the name of the organization and structural unit, in which the employee entered the job, as well as the position. Do not forget about the details of the order of the employer itself.

Attention! When entering information regarding the hiring of a manager, the basis for this can be either an order or some other document indicating his hiring.

There is no need to enter data on the workbook probationary period, however, in the case of employment on a rotational basis this information must be entered.

Important! Before making an entry in the work book about hiring a new employee, you need to make sure that it also contains information about the dismissal from the previous job. In the event that such information was not entered, there is a high probability that the person did not stop his activities at his previous place of work. Then the new employer must request from the previous one a copy of the order to dismiss the employee in order for the corresponding entry to be made in the work book.

Recording of fines and incentives in the work book

Within one week from the moment the corresponding order was issued, exactly one week is allotted to enter information about the promotion or award in the work book. The entry must fully comply with the number and date of the order, as well as the text of the document itself.

The following information is entered in this column:

• on receiving an honorary diploma;
• on the assignment of the next title;
• about receiving a state award;
• about other awards provided collective agreement, the charter of the employer itself, as well as the laws of the Russian Federation.

Record of dismissal in the work book

After the corresponding order is issued, the authorized employee must enter in the labor information that the employee has been dismissed from the position that he previously held. This text must go in full accordance with the data of the order.

If the employee was granted leave before the dismissal, the last day of the leave is considered to be the day of termination of his employment. Nevertheless, the work book and cash settlement must be handed over to the employee before the start of the vacation.

It should be noted that the design of a work book is completely based on a whole list of a wide variety of documents that contain detailed instructions about how to properly fill out, maintain, and store these books. It is quite remarkable that both the organization that hired the person and the person himself are obliged to follow all these rules and regulations.

If the organization makes any mistakes in the process of filling out the work book, it may be held liable. Penalties for such violations are very different - from a simple fine to the termination of the organization.

But an employee who did not notice some kind of flaw in the entries of his work book may simply not confirm his own work experience.