A record of work is entered in the work book. Employment history

The organization of work on maintaining work books begins with the appointment of a person responsible for this work. It clarifies that the responsibility for organizing work on the maintenance, storage, accounting and issuance of work books and inserts in them rests with the employer represented by CEO. He must by order formed in free form appoint a specially authorized person. At the same time, it is important to indicate in the order who will keep work books in the absence of an authorized person. Some employers resort to the wording that in the event of such a situation, additional responsible person will be appointed by a separate order of the employer. But one order is not enough. Otherwise, such an action would be in conflict with the prohibition of forced labor.

For specialists in personnel records management, the obligation to maintain work books is spelled out in the job description. But often this functionality is entrusted to the chief accountant, office manager - those whose labor functions are not related to the maintenance of work books. To do this legally, in addition to the order, you should issue additional agreement to the employment contract or additionally amend the job description.

Second important question associated with work books relates to the acquisition of forms. Often, the employee himself brings the form of the work book to the employer. However, the employer cannot take such a form. According to, the employer is obliged to constantly have available required amount work book forms and inserts in it. He can purchase these forms directly from the manufacturer or from official distributors.

The employer is also responsible for accounting for work books, as well as work book forms and inserts in it. To this end, he must keep an income and expense book for accounting for the forms of the work book and an insert in it, and in addition, a book for recording the movement of work books and inserts in them. The most important thing is to entrust the work to those who should do it.

So, for example, often the employer makes a mistake by delegating the maintenance of the income and expense book to the personnel department, and not to the accounting department. But taking into account all work books and inserts in it in the book of accounting for the movement of work books should be dealt with by the personnel department or the person responsible for maintaining work books.

• in column 1 the serial number of the entry 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;
• column 4 refers to the document on the basis of which the entry was made - an order (instruction) or other decision of the employer, its date and number.

Which wording is more correct: “the employee is fired” or “the employment contract is terminated”?

In 2006, the Labor Code appeared, regulating the general procedure for formalizing the termination of an employment contract. The norm, which directly concerns the entry on the grounds and the reason for the termination of the employment contract, is as follows: “The entry in the work book on the grounds and the reason for the termination of the employment contract must be made in strict accordance with the wording of this Code or another federal law and with reference to the relevant article, part of the article, paragraph of the article of this Code or other federal law.

At the same time, it obliges to make an entry in the work book on the grounds for terminating the employment contract with reference to the relevant paragraph of the article of the Labor Code of the Russian Federation. The document provides examples of how this is done: “Dismissed by agreement of the parties, paragraph 1 of Article 77 of the Labor Code Russian Federation" or "Fired for own will, paragraph 3 of Article 77 of the Labor Code of the Russian Federation”.

There is a contradiction. How to do it right?

It is necessary to be guided by the norms of the higher act. In this case, it is Labor Code. The use of the norms of the Decree of the Ministry of Labor No. 69 will be regarded as a violation of federal law.

According to Evgenia Konyukhova, Leading Expert Consultant on labor law and personnel records management, if we proceed from the fact that the Labor Code is higher in legal force than the Decree of the Ministry of Labor, then it is more correct to use the wording “employment contract terminated”, “employment contract terminated”.

It is important to understand the difference between these two terms - "terminated" and "terminated".

"Termination" implies the lack of initiative of both the employee and the employer (that is, the circumstances have developed - for example, the term of the employment contract has expired). The term "termination" is used when there is an initiative of one of the parties. The procedure for terminating an employment contract is prescribed.

When registering the dismissal of an employee at the initiative of the employee, reference should be made to, which uses the term "termination of the employment contract". In this regard, there is an explanation: “Upon termination of the employment contract on the grounds provided for in Art. 77 of the Labor Code of the Russian Federation (with the exception of cases of termination of the 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 is made in the work book about the dismissal (termination of the employment contract) with reference to the corresponding paragraph of the first part of this article ").

Upon dismissal of an employee, all entries made in the work book during the time of work with a particular employer must be certified by the signature of the employer or the person responsible for maintaining work books, the seal, the signature of the employee.

In accordance with Art. 66 of the Labor Code of the Russian Federation, the employer maintains work books for an employee who has worked for more than 5 days. 1. Is it necessary to make entries in the work book on the hiring and dismissal of an employee who has worked for only 4 days, and also to enter information about his work book in the book of accounting for the movement of work books? Should the organization issue such an employee a work book in accordance with Art. 84.1 of the Labor Code of the Russian Federation? 2. Should the organization, in accordance with Art. 62 of the Labor Code of the Russian Federation (within the established 3-day period) to issue an extract from the work book to an employee who has worked for less than 5 days? Do I need to make entries in it, and then issue an extract? 3. Is it possible for the employer to start a work book or make entries in it from the first day of the employee's work, is there any responsibility for this?

1. No, it is not necessary, because an employee who has worked in an organization for less than 5 days does not have a work book. Upon dismissal of an employee who has worked in the organization for less than 5 days, the employer will be obliged to issue him a work book without records and hiring and dismissal.

2. Yes, it should, since in fact the work book will be kept by the employer at this time. An employment record for an employee who has worked in the organization for less than 5 days can not be made.

3. Yes, you can. Any responsibility of the employer for the fact that he draws up a work book for the employee on the first day of work is not provided for by the norms of the current legislation.

Legal rationale:

According to paragraph 40 of the "Rules for maintaining and storing work books, preparing work book forms and providing employers with them" (approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225 "On work books"). In order to account for work books, as well as forms of a work book and an insert in it, employers maintain:

a) an income and expense book for accounting for forms of a work book and an insert in it;

b) a book of accounting for the movement of work books and inserts in them.

The forms of these books are approved by the Ministry of Labor and social protection Russian Federation.

In accordance with clause 41 of the above Rules, information on all transactions related to the receipt and expenditure of forms of the work book and the insert in it is entered into the income and expense book for accounting for the forms of the work book and the insert in it, which is maintained by the accounting department of the organization, indicating the series and number of each form.

In the book of accounting for the movement of work books and inserts in them, which is maintained by the personnel service or other division of the organization that draws up the hiring and dismissal of employees, all work books accepted from employees upon admission to work are registered, as well as work books and inserts in them indicating the series and numbers issued to employees again.

Upon receipt of a work book in connection with the dismissal, the employee signs in a personal card and in the book of accounting for the movement of work books and inserts in them.

The income and expense book for accounting for the forms of the work book and the insert in it and the book for accounting for the movement of work books and inserts in them must be numbered, laced, certified by the signature of the head of the organization, and also sealed with a wax seal or sealed.

The book must be completed by the employer personally. If the structure of the organization provides for the presence of a special department for working with personnel or an individual employee in charge of personnel records management, liability is imputed personnel service or staff member.

At the same time, his activities must be supervised by the employer, since he is responsible for working with documents of increased reporting and control, which include work books and inserts to them.

If staffing does not provide for the position of a personnel officer, all entries are made by an authorized person who is appointed by order of the head. After this appointment, the specialist will have to obtain information about proper management and filling out the shopping mall and other important documents, as he will be responsible for them along with the leader.

What entries should be in the TC?

The labor of each employee must contain certain information about him, which indicated on the title page:

• personal data (full name);
• Date of Birth;
• education;
• speciality;
• Date of completion.

This information must contain:

• date of admission;
• date of dismissal;
• job information;
• subdivision;
• rank or position;
• grounds for admission or dismissal.

Example entries various professions, such as a driver, accountant, collective farmer, etc., see .

If the work book is over - how to continue recording? In no case should you:

1. Continue to make entries in the TC, correcting the inscription “information about the award” to “information about the work”.
2. Paste blank sheets from labor forms or lined on a computer (by hand) on your own.

If the work book runs out of pages of information about work, you must sew in a completed insert.

Deadlines for making entries in the work book: when hiring an employee, an entry in his book must be made within a calendar week or within 5 working days, but no later.

- on the day of dismissal, in some cases - no later than 3 working days.

If the hiring is, an entry can be made on the day of admission, since the employer is obliged to employ such an employee. Naturally, if it is done within the organization, the recording must be made on the same day. They should be the day of the transfer.

At the request of the employee, an entry can be made about. It is not worth taking such an initiative on your own, since the length of service at a permanent place of work will be taken into account.

The following information is not included in the TC:

• about sick leave;
• maternity leave and parental leave;
• O labor holidays and business trips.

Information about probationary period when applying for a job.

In this case, a certain algorithm is used based on the corresponding order.

What pen to fill out a work book?

When entering information about the work into the book or insert, as well as when filling out the title page, the entries must be made neatly, without blots. To do this, the personnel officer must have blue, purple or black ballpoint pen, which does not smear, and not too pale.

The record should last long and be clear. In the event that it is smeared, it will have to be restored. Rewriting the record and invalidating it can also be done if the color of the information text is excessively dull, which makes it difficult to read.

The instructions also include the use of ink. Currently, personnel officers actively neglect this permission, since there are practically no specialists left who are masters of calligraphy, which requires the use of ink. If an ink blot is placed when using them, the book may be considered damaged.

Is it possible to fill out a work book with a gel pen? Regarding helium pens, there are no direct indications of a ban on their use. In the same time, their use is strongly discouraged:

1. Their use can lead to damage to the labor page, where reverse side records have already been made. Helium paste can damage them, making the text illegible.
2. Helium paste does not always allow you to make the record legible, as it leaves behind a wider groove.
3. Helium pastes are more smeared and even erased, which can eventually render the shopping mall unusable.

In case of improper use of the pen or in the case of blurred, poor-quality entries, Labour Inspectorate may impose a fine.

How to fill out a work book correctly: nuances in examples

Not a single record of the work book can be carried out arbitrarily. All of them are strictly regulated by specialized, legally approved norms of rules and standards. The Labor Code, in chapters 10 and 11, considers the main provisions regarding personnel office work. Work with filling out labor is reflected in Article 66 of the Labor Code of the Russian Federation.

The main provisions of the considered norms reflect the Rules and Instructions:

1. The rules for maintaining and storing shopping malls were approved by the Decree of the Government of the Russian Federation of April 16, 2003, No. 225.
2. Instructions for filling out the Labor Code are approved by the Ministry of Labor and Social. development of the Russian Federation 10.10.03, No. 69.

- Decree of the Ministry of Labor of the Russian Federation of October 10, 2003 N 69
"On approval of the Instructions for filling out work books" (Registered in the Ministry of Justice of the Russian Federation on November 11, 2003 N 5219)

The rules for filling out a work book determine by law all the details related to organizational work with the Labor Code, and also indicate how, in general, work books need to be filled out and stored. The rules look like legislative document, which regulates almost all actions performed with books, with inserts and forms of labor and inserts for them.

They govern:

1. Deadlines for entries.
2. The nature and completeness of the information entered in the columns about the work and on the title page.
3. No abbreviations in entries.
4. The need for a signature with the entries made.
5. The procedure for entering information about incentives and awards.
6. The procedure for acquiring labor forms and inserts.
7. Rules and regulations for correcting errors in entries.
8. The question of responsibility for the implementation of the Rules.

Unlike the Rules, the Instruction defines the nuances of making entries, the nature of their content and the acceptable form. It defines normative phrases that can be used in certain cases when making entries.

Following the Instructions is not only necessary, but also very convenient, since the main points here are defined in ready-made. When making entries, you only need to focus on what due to the Instruction, which defines:

1. How to enter job details.
2. Using end-to-end sequential numbering performed Arabic numerals.
3. Write dates using Arabic numerals.
4. Correspondence of the date entered in the Labor Code - the first day of going to work.
5. The form of information about the work that is entered in the shopping mall.
6. The correctness of the wording and references to the articles of the Labor Code of the Russian Federation.
7. The correctness of the order for admission (dismissal).
8. Missing dots when making entries.
9. Lack of numbering when entering the name of the organization.
10. Lack of stamp when applying for a job.
11. The presence of a seal upon dismissal from office.

Based on the instructions, see an example of filling out a work book:

The entries made in the work book must follow one after another, and each of the employers or personnel officers must ensure that all serial numbers are present.

Is it possible to make an entry in the work book retroactively? In some cases, the entry is made "backdating". This is not surprising, given that entries can be made within 5 working days after the employee is hired.

The main thing is that the date in the column does not differ from the date indicated in the employment contract. If, judging by the documents, the employee is not credible, it is quite advisable to make an entry in the work book on the fifth day, but not earlier.

In practice, there are often cases where undisciplined workers did not show up for work on the second or third day. And the record made turned out to be a burden on the conscience of the employer.

But if the entry has already been made, you will have to enter information about the dismissal for absenteeism, based on the rules for dismissal.

Special rules for filling out the Labor Code are provided for directors and individual entrepreneurs who are founders of organizations.

It is not uncommon for an employee to die without retiring. In this case, the TC is also drawn up in accordance with a certain algorithm. A record of death is entered into it, and the book is issued to the relatives of the deceased employee or transferred to the archive.

Filling out a work book - sample filling:

The first entries in the TC: features of the introduction

To make the first entry in the work book, which is entered at the enterprise by the employer or an authorized person, certain requirements must be met. Information is entered on the basis of documents:

• passports;
• diploma or certificate;
• references, certificates, etc.

When filling out, the presence of the person, the owner of the work book, is required. After filling out the title page, we proceed to enter information about the work. If, before entering a job, a citizen studied at a higher or specialized secondary educational institution- this fact must be reflected before making all entries, putting the first serial number. The first entry in the work book sample “before the receipt of experience had no”:

How to fill out a work book sample:

If, before starting work, a citizen in the Armed Forces of the Russian Federation, then the first entry, also made under serial number No. 1, will be a record of service.

№	date			Information about hiring, translation ...	Name No. and date of the document ...
	number	Month	year
1	01	10	2015	Service in armed forces Russian	Military ID
				Federation from 20.09.2014 to 24.09.2015	ST No. 987654
			Limited Liability Company
			"Grand" (LLC "Grand")
2	01	10	2015	Adopted as assistant upholsterer	Order dated 01.10.2015
				upholstered furniture	No. 77-K

After entering information about education or service in the army, the name of the organization is entered without a serial number, and then the first record of employment. If a citizen applying for a job:

• did not work anywhere;
• not trained;
• did not serve in the RF Armed Forces,

then this (and other) information is not indicated.

Some inexperienced personnel officers believe that it is imperative to explain the citizen's previous work history.

Therefore, they completely wrongly contribute to labor record for No. 1 that he had no work experience before starting work. This deeply flawed entry should not be present in the documents due to its inappropriateness.

If for the first time a citizen who was employed for the first time in fact had no seniority, then this should be clear from the context, due to the lack of records. In this case, No. 1 should be directly recorded on admission to work.

Please note that if the position does not require qualifications, and there are no divisions in the organization, the job information will not contain them.

What to do if the entry is missed?

Entries must not violate sequence numbers. If this happens, the entry should be based on the general algorithm in the TC. That is, under the next serial number, you need to make a record that an error was made (a record was skipped), and make it under the next sequential number.

But such actions cannot be performed arbitrarily. In order for such an error to be corrected, a special order and grounds for correction are required. If the entry was missed by another employer, you must:

1. Make an inquiry about the error.
2. Obtain the necessary documents from the person responsible for the error.
3. Force him to correct his mistake.

Keep in mind that the mistake must be corrected by the employer who made it. In some difficult cases, it is necessary to seek the correction of an error through the courts. Arbitrary interference is not allowed.

This is very important, as a missing entry can appear in two cases:

1. By mistake of one of the employers.
2. In the case of fraudulent operations with a work book by the employee himself.

In both cases, vigilance and caution must be exercised.

Features of making certain types of entries in the TC

Information is entered in the book both on disciplinary violations. It must be made on the basis of the order. In the event that an award order is issued, and the entry is not made, the GIT inspectors will impose a legitimate fine. Penalties in themselves are punishment and are not included in the Labor Code.

Other violations may be introduced, depending on what they are. For example, almost all personnel officers know that the entry of a dismissal on the basis of committed violations is made on the basis of an “article”.

That is, when such an employee is dismissed, the grounds indicate that he was “dismissed for absenteeism”, “dismissed for disciplinary action”, etc. Of such a type dismissals must be accompanied by documents:

• acts;
• reports or memos;
• explanatory;
• decision of the CCC or the disciplinary commission.

At his whim, the employer does not have the right to make such entries in the work book.

A reprimand is not entered in the book (as well as a remark) As disciplinary action it can be entered into a personal file, in accordance with the order and properly executed documents.

Its validity period is 1 year.

In the column profession, specialty, qualifications are indicated:

• by diploma;
• for courses with a total volume of at least 70-100 academic hours;
• by work experience.

This information must always be up to date. If an employee is employed in a specialty that is not reflected in the information about the profession, it must be added by typing in a comma to the existing information.

The book must necessarily reflect information that is of a preferential nature at retirement. To do this, you need to use the Classifier of professions and qualification guides making records in strict accordance with the standards established in it.

Also must be specified nature of work, which involves permanent work, work during maternity leave, seasonal work and so on. Other insignificant information is not indicated in the Labor Code, but can be prescribed in detail in the employment contract.

Mandatory indications of the position in which the employee is accepted and in which unit. Job on a rotational basis refers to information that many employers believe is not required. But this view is ambiguous.

After all, the watch is not only working conditions, it is the definition of the place of work in the absence of any other reference to the unit. That's why indication of shift work relevant in two situations:

1. At the request of the employee.
2. If necessary, instead of specifying another unit.

Is it possible to skip lines in TK?

Inscriptions must be done without skipping lines. However, if the previous entry has a seal that takes up one or two lines, then they should be skipped.

Entering information about your organization on someone else's seal is unacceptable.

Conclusion

Working with TC is a very painstaking task that requires a careful attitude to the document. In this work, almost all forms of making entries are regulated, and the slightest flaws will be subject to correction, and may be punished by the labor inspectorate.

An unlawful entry detected in advance will be fraught with fines for the employer, with the ensuing administrative consequences for the personnel worker.

Good afternoon It is necessary to enter information about hiring in the employee’s work book no earlier than 5 days after being hired, and if the employee worked for 3 days and then decided to quit, no entries are made in the work book. But after all, this contradicts clause 10 of the Rules for maintaining and storing work books, making work book forms and providing employers with them, which says that all entries about the work performed, transfer to another permanent job, and so on are entered in the work book NOT LATE ONE WEEK, and upon dismissal - ON THE DAY OF DISMISSAL

Answer

Article 66 of the Labor Code of the Russian Federation states that the employer is obliged to keep records and store work books for each employee of the organization who has worked for more than five days, provided that the work for the employee is the main one.

If an employee’s work book is entered for the first time, then the employer must issue a new work book no later than a week from the date of admission (clause 8 of the Rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225).

Thus, if the employer did not make an entry in the employee's work book before the expiration of the five-day period, and the employee decided to quit after working less than this period, then this would not be a violation on the part of the employer. If the admission record is made in the labor record before the employee decides to leave the organization, then this is also not a violation, since clause 10 of the Rules states that all records of work and dismissal are entered in the work book, in which case the following entry should be made - about the dismissal of the employee.

Details in the materials of the System:

1. Situation: Is the employer obliged to make an employment entry in the work book if the employee has worked in the organization for less than five days

No, not required.

The employer must keep work books for each employee who has worked for him for more than five days, provided that the work is the main one for the employee (). If an employee has worked in the organization for five days or less and decided to quit, then the work book must be returned to the owner without being included in it. The legality of such a position is also confirmed by the courts (see, for example,).

If the employer managed to make a job entry before the newcomer announced the decision to quit, then the work book will need to be general order enter the appropriate one. In such a situation, there is no reason to recognize the employment record.

Ivan Shklovets,

2.Answer: How long does it take to fill out a work book for a new employee

Employment books refer to all employees who have worked in the organization for more than five days (). If the period of work is less, then make an entry.

Fill out the work book for an employee who has come to work for the first time in the presence of an employee within a week from the date of employment (Rules approved).

If the employee does not start work at all on the day set employment contract the employer has the right to cancel the contract. On the nuances of filling out a work book in this case, see.

Ivan Shklovets,

Deputy Head Federal Service for work and employment

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From July 1, 2018, the rules for working with work books are changing. Will there be changes in the procedure for issuing a work book? What will change in the work of personnel officers, and what will remain the same? Is it necessary to make changes in your organization? Answers, tips, samples - in our article.

General rules for issuing a work book

Registration, maintenance and storage of work books is regulated by the following regulations:

Document	What governs
Government Decree No. 225 dated April 16, 2003	Rules for maintaining and storing work books
Decree of the Ministry of Labor of the Russian Federation No. 69 dated 10.10.2003	Requirements for filling out work books
Labor Code of the Russian Federation	Obligation of the employer to keep work books (Article 66)
Rostrud Letter No. 656-6-0 dated March 18, 2008.	Responsibility of the employer for the safety of work books
Code of Administrative Offenses	Responsibility for non-compliance with the rules for maintaining work books (Article 5.27)

When issuing a work book, several general rules. Entries can be made with a ballpoint, fountain or gel pen. Acceptable colors: blue, black and purple. We do not recommend using capillary ink, they can soak through the paper and show through on the back of the sheet.

Entries must be made in neat, legible handwriting without grammatical errors. Abbreviations are not allowed, all words are written in full.

Numeric data can only be entered in Arabic numerals, the use of Roman numerals is not allowed. Dates are in the following format: day and month are in two digits, and years are in four digits. For example, like this: 04/02/2018.

Read on the topic:

Registration of a work book for the first time

An employee comes to his first place of work without a work book. A person cannot create a work book for himself. Registration of the first work book upon employment is the responsibility of the employer if the following conditions are met (Articles 65, 66 of the Labor Code of the Russian Federation):

• This place of work is the first for the employee,
• This is the main place of work for the employee,
• The employee worked more than 5 days,
• There is a statement from the employee about the registration of the work book.

The employer acquires the forms of work books himself, but the employee must reimburse the cost of the book issued for him. Responsibility for the safety of the work book is borne by:

• The employer, while the employee works for him, and the work book is stored in the personnel department,
• An employee who received a work book in his hands after dismissal.

The head of the enterprise appoints a person responsible for the maintenance and storage of books, or leaves this function to himself.

When registering a new book, fill out the title page and make a record of employment. The title page is completed in the following order:

• To fill in the last name, first name, patronymic and date of birth are reserved separate lines. Data is entered on the basis of a passport,
• Information about education, profession and specialty is entered on the basis of documents educational institutions. If at the time of the initial registration of the work book, the employee does not have a completed education, these lines are left blank,
• The employee of the personnel department puts the date of filling, his signature and the seal of the organization,
• The title page is signed by the employee.

Over time, the information on the title page may change. For example, an employee may change their last name or receive higher education, another profession. Correction on the title page is made in the following order:

• The previous entry is crossed out with one straight line,
• Correct data is written next to it,
• The reason for changing the data is written on the inside of the cover. The person responsible for maintaining work books certifies the entry with his signature and the seal of the organization.

From the above procedure, it can be seen that the employee himself cannot make corrections, they are made by the employer.

The procedure for making entries in work books

All entries in the work book are made on the basis of documents. We have already said above that on the title page the data is indicated according to the passport and education documents. In the remaining sections, entries are made on the basis of personnel orders:

• about hiring,
• about dismissal,
• about translations,
• About awards and promotions.

The following deadlines are set for submission of information:

• The employer must make a job application within five working days,
• The notice of dismissal is made on the last day of work. It can be done earlier, but until the last day of work, the employee may change his mind and stay. Then the hastily made entry will have to be canceled,
• Information about awards and incentives is entered within seven days.

All entries in the workbook must be numbered. Each section has its own numbering of records. Within the section, the next serial number is assigned to each entry, with the exception of lines with the name of the employer. The numbering is not interrupted or corrected, even if any of the previous entries is invalidated.

Job records

Records of admission, transfers and dismissal are entered in the section "Information about work". The section includes 4 columns:

• Record number,
• Date of,
• job information,
• Name and details of the document-base.

Each employer begins to enter information about work with its own name. In the third column in the center write the full and abbreviated name of the organization. If the employer is an individual entrepreneur, then he writes his status and full name. For example: " Individual entrepreneur Ivanov Ivan Ivanovich". The line with the name of the employer is not assigned a record number.

Records of hiring, personnel transfers and dismissals are numbered. To do this, the next serial number is indicated in the first column. In the second column indicate the date of employment in the format DD.MM.YYYY.

Next, the employer writes a job entry indicating the position and unit, if the employee is accepted into a specific structural subdivision. Small businesses, especially micro-companies, often do not have divisions. Then only the position is indicated. In the last column indicate the number and date of the order for employment.

Skipping lines when making entries is not allowed. Difficulty often arises if more lines are occupied in the fourth column than in the third. Then the next record should be done in such a way that there is no overlap of one data on the other. That is, skip the line in columns 1-3, and there will be no gap in the fourth column.

Translation records

Records of transfers are made in a similar manner, in column 3 indicate the name of the position to which the employee was transferred.

Retirement records

Dismissal entries are made in the following order:

Count	Name	How to fill
	Record number	Specify the next serial number
		Specify the date of dismissal in the format DD.MM.YYYY
	Job details	Make a record of dismissal indicating the reason (paragraph, part, article of the Labor Code of the Russian Federation). To certify the record with the signature of the person responsible for maintaining work books and the seal of the organization. Familiarize the employee with the record against signature
	A document base	Specify the number and date of the order of dismissal

Registration of a duplicate work book

If the work book is lost or damaged, the employee has the right to apply to the employer with an application for a duplicate. Within 15 working days, the employer must issue a duplicate. The cost of the form is reimbursed by the employee if the original is lost or damaged through his fault.

The application is drawn up in any form addressed to the head of the company. In the application, the employee must indicate the reason for issuing a duplicate, as well as list previous places work. The employee must provide documents confirming information about previous employers.

Sample application for a duplicate work book>>> (Oformlenie_trudovoy_knijki_1.doc)

The title page of the duplicate is drawn up in the usual manner. With one exception: the word "Duplicate" is written in the upper right corner. If the old work book is not lost, but damaged, then on its title page they write a record that a duplicate has been issued and indicate its series and number. For example: "In exchange, a duplicate of TK-II No. 1234567 was issued."

In column 3 of the duplicate in the center, an entry is made about the total work experience with previous employers. The length of service can be calculated on the basis of documents provided by the employee. Below, based on the same documents, all previous jobs are listed. At the same time, the names of employers are not written in the center of column 3. Having listed all previous places of work, the employer draws up his records in the usual manner.

Making an insert in the work book

If there are no blank lines left in any of the sections, the employer draws up an insert in the work book. This is a special separate form, slightly smaller in size than the book itself. The insert format is reduced so that it can be sewn into the work book.

In the work book, a mark is made on the issuance of an insert indicating its details. The insert itself is an attachment to the work book and is invalid without it. The insert is drawn up in the same order as the work book. The numbering of entries in the insert continues.

How a copy of a work book is issued: new rules

From July 1, 2018, changes in the procedure for issuing copies of a work book come into force. Up to this point, you can make copies according to the previous rules:

• Copies of all sheets are made,
• If there are several sheets, they are fastened together,
• A certification note is made in the copy: “True” or “Copy is correct” is written, the date of assurance is put, the signature of the authorized person with a transcript and indication of the position, the seal of the organization is affixed,
• If the copy is intended for a third-party organization, they often write not just “Copy is correct”, but “Copy is correct, works to the present.” In particular, banks and other credit organizations often asked to certify copies in this way.

From July 1, 2018, GOST R 7.0.97-2016 comes into force. It changes the rules for issuing work books. Now it depends on who the copy is intended for:

• If the company certifies a copy for itself (for example, the personnel department sends a copy to the accounting department), then it is certified according to the previous rules,
• If a copy is intended for a third-party organization, then it is drawn up in the same order. But in addition, you need to write where the original document is stored.

Is it necessary to strictly follow the procedure for making copies introduced by the new GOST? No, not necessarily. In accordance with Article 26 of Law 162-FZ of 06/29/2016. "On standardization in the Russian Federation" standardization documents are used by organizations on a voluntary basis. Therefore, if after July 1, 2018 you certify a copy according to the previous rules, no sanctions will follow. However, if the copy is intended for state or municipal authorities, it may not be accepted as invalid.

Responsibility for violation of the rules for issuing a work book

Responsibility for violation of the procedure for issuing, maintaining or storing work books is provided for by Article 5.27 of the Code of Administrative Offenses. Sizes of fines:

• For the head of the company - from 1000 to 5000 rubles,
• For entrepreneurs - from 1000 to 5000 rubles,
• For an organization - from 30,000 to 50,000 rubles.

For repeated violations, the fines increase:

• For the head of the company - from 10,000 to 20,000 rubles. or disqualification for a period of one to three years,
• For entrepreneurs - from 10,000 to 20,000 rubles,
• For an organization - from 50,000 to 70,000 rubles.