The employee’s work book is the main document proving the fact of his employment. It contains data on the place of performance of the labor function, job title, incentive and punishment measures, as well as on the reasons and circumstances of dismissal. Being correctly executed, this document gives a person the right to receive a pension certificate.
Workbook: how to receive and fill out
The legislation defines only two reasons for the issuance of work books: those who first begin to perform their labor functions, and those who need a duplicate document in case of loss or damage to the original.
Only the employer or a person authorized by the head of the company has the right to issue work books. When entering work, a person must notify the employer that he needs a work book. How to get this important document? The employee should write an application for its issuance (indicating the reason for the absence of labor) to the personnel department of the enterprise where he will work.
When issuing a document, fill out its cover page and columns about the first place of work. When an employee is given a work record, its price is deducted from his first wage. This is indicated in the relevant Decisions of the Ministry of Labor. A work book, the price of which ranges from 175-180 rubles, can be equipped with an insert (its cost is the same).
In the future, at each subsequent enterprise, the personnel department staff makes new entries in the document: on hiring, promotion, transfer or dismissal.
What is a work book?
The appearance of this document is a booklet with a hard cover, which depicts the coat of arms of the Russian Federation, and softer sheets. There are also inserts that are sewn into the document when all its sheets are scribbled.
The blank form of the work book refers to strict reporting documents, the company purchases it and puts it in a locked fireproof cabinet.
However, the same security measures are being taken to store completed and accepted work books from employees.
Filling out the document is assigned to an employee of the human resources department or to an employee performing similar functions. If the company is small, labor books are kept by the head himself. Every working citizen should know that no one has the right to make any entries in his document without notice. The owner of the labor must receive a written notice.
Accounting
All actions with forms and completed documents are recorded in the book of the movement of labor books and inserts to them. Here indicate the name of the person to whom the document is issued, as well as the reasons for this (lack of labor, its loss or the need for replacement due to dilapidation).
The issuance of a work book (filled out) in the hands of an employee is possible only upon his dismissal. In all other situations, the personnel department provides extracts from the relevant pages.
The legislation of the Russian Federation contains instructions on how a work book should be drawn up, how to get a document and how its notes are formulated. Some rules and regulations are included in the Regulations of the Ministry of Labor. However, the most succinct and complete order of work is dictated by the instruction on labor books, which should be guided in their work by all employees of the personnel department.
Among other things, it indicates the forms of receipts and consumables and ledgers.
Labor appointment
The value of a correctly filled labor book, which contains basic data on the person’s employment places, his education, skills and experience, is quite large. This document is not only proof of the availability of sufficient seniority, which is important when applying for a pension certificate, but also serves as an eloquent illustration of a person's labor achievements. This is recognized and often used by the leaders of many enterprises during the interview.
Along with the resume, they may ask job seekers to provide copies and extracts from work books. These data speak for themselves and better than any words illustrate the suitability of a person to fill a specific position.
What is reflected in the work book?
The following information must be entered into the labor document:
- Jobs indicating the specific position.
- Date and fact of transfer to another department.
- Promotion or removal from office.
- Data on changes in employee status: change in a fixed-term contract to a perpetual contract, transfer of a part-time employee to the state.
- The incentives that have taken place.
- Punishments and penalties that caused the dismissal.
- Date, fact and reason for dismissal.
Concurrent Employment Record Maintenance
In the event that the employee performs any work in the enterprise in his spare time from the main work, he is considered a part-time job. His labor remains in the personnel department at the place of main work.
The law does not oblige the employer to record such activities in the employment document, this is left to the discretion of the employee. At the same time, it does not matter what kind of combination is in question (external or internal).
An employee’s work record book may be supplemented with an additional record in the event that a person brings to the place of primary work a certificate certifying the fact of his part-time employment. Based on this document, a statement from the owner of the labor and the order of the head, the employee of the personnel department has the right to make the necessary entry.
How and when is a work book (RF) issued?
When a person is hired and filled in a work book, he is asked to provide:
- Identity document (passport).
- Document confirming data on education (diploma, certificate, certificate). If the initial issue of the work book takes place, these documents serve as the basis for filling out the cover page.
- If an employee attended any courses that enhance his qualifications, he should attach the appropriate certificates.
- Military-liable citizens are required to present a military ID.
- A document of marriage, if it served as the basis for a change of surname.
The legislation of the Russian Federation determines the period during which the employer must reflect in the workbook the fact of employment of his subordinate. He has five days from the moment the employee began to fulfill his duties.
In the event that this condition is violated and the entry is delayed, the employer will face legal consequences. The procedure for maintaining work books is relevant for all categories of workers, even for those who are not yet 18 years old.
According to the Labor Code, a person has the right to formal employment upon reaching the age of 14. Of course, for such employees there are preferential terms regarding working hours and workloads. In addition, the employer cannot hire a teenager without the written consent of his parents or guardian.
What can be the basis for making an entry in the work book?
As mentioned above, to fill out a clean labor, the basic documents of the employee (passport, data on education and qualifications) are required. This is necessary so that the columns of the cover page are filled correctly and as completely as possible, without grammatical errors in proper names.
If the employee arrives at the enterprise and brings the filled labor, the employee of the personnel department acts on the basis of orders issued by the head (on hiring, transfer, promotion or dismissal).
To document the fact of the reception or movement of workers , seven days are provided, and upon dismissal, a work book is issued on the day the order was issued.
Formulation of information entered into labor
As a rule, detailed information about the causes and circumstances of certain actions is set out precisely in the order of the head (for example, the presence and duration of the probationary period). This information is not transferred verbatim to the work book.
On the contrary, they expect the most concise and succinct formulations from the personnel department. The manual even contains samples of some phrases:
- Accepted (accepted) for the position.
- Transferred (transferred) to another place of work.
- An employee is assigned a specific qualification level, rank or tariff scale.
- Awarded or rewarded.
- The employee was fired (fired) in connection with ...
This means that the maintenance of labor books provides an indication of only the reason for the record, its serial number and the date of the order.
Grammatical aspect
Based on the norms and rules that the legislation dictates, the numbers in the work book should be numbered and dated only in Arabic numbers.
When they talk about numbering, it means that the first record is the one that was made before all the others. When the employee quits and transfers his document to the next enterprise, the employee of the personnel department continues to number the entries, but does not start from the first number.
Abbreviations of words and terms are not allowed, only common abbreviations may be an exception.
The procedure for correcting errors made when making entries
When documents are filled in by people, there is a risk of grammatical or semantic errors. The reason may be the use of unreliable sources (outdated data or incomplete information), as well as various typos and mechanical typos.
For this case, the Instruction offers several error correction methods:
- A mistake in the work book is corrected by striking out the wrong word and writing a new line above or below.
- Entering a record that should cancel the one that contains the error.
In the event that the employee changed his name or received a new profession, the employee of the personnel department should change the data on the cover page of the work book. For this, the first method can be applied, and on the back of the cover (on the inside) a new recording is performed.
During correction, indicate the type and number of the document on which the change is based, then the person who completed the recording signs and signs the company.
Cancellation of a record may be required if an error was made in it or an inaccuracy was found in the information specified earlier. Correction is performed as follows:
- Make the right information.
- Number and date it.
- Perform the required action: indicate that the entry No. ... must be accepted as invalid.
- Duplicate the order number, which is indicated next to the erroneous record.
Knowing what a workbook is, how to obtain and maintain this document, as well as being aware of the rights and obligations of an employee and an employer, each person must abide by the specified norms and rules. This meets his interests as a citizen and meets the requirements of the law.