The work book is the most important document for everyone who has been employed at least once in a lifetime. It is thanks to him that the working experience is calculated, from which a pension is formed in the future and various social benefits are accrued. About who is engaged in filling out the document, how to draw it up correctly, where to store it and how to make changes, how to make an appointment in the workplace for employment, will be discussed in this article. Other issues will be highlighted. For example, the issue of making an entry in the work book about the director’s appointment .
What is this document about?
This is an official document, which fully reflects the work of a citizen, his merits in a particular post, and records his work experience.
It is necessary not only for state bodies in order to calculate the amount of social benefits provided and the amount of pensions, but also for employers who, thanks to the entries in this document, can learn everything about the official labor activity of a person. This allows you to evaluate the professional qualities, as well as the skills that a citizen possesses.
The design, filling out, making changes and adjustments to the book is regulated not only by the provisions of the Labor Code of the Russian Federation, but also by some regulatory documents of the relevant ministry.
Appearance
The appearance of the document, as well as the insert that is attached to it, is also regulated, since the work book is an important document with legal force.
You can find out more about this by looking at the government’s decree on labor books issued in early January 2004.
There are practically no specific recommendations in this resolution on how to keep and fill out a book. Therefore, some of the provisions described below regarding making entries in the book are adopted secretly and do not have any legislative basis.
True, there is an instruction issued by the Ministry of Labor on October 10, 2003 under number 69, which nevertheless contains some specific filling rules.
If all available sections for filling in the labor are occupied, you need to issue an insert for her, which will be filled in exactly the same way as the original labor.
First clearance
Every working citizen once filled out a work book for the first time. How did this happen? At the first employment, the employer issued a document to the citizen immediately after signing the employment contract, issued an order for employment and, within five days from the date of signing the contract, made a corresponding entry in the employment contract.
All this is relevant now.
If the candidate for this post does not have a work book, this does not give the employer the right to refuse him a job (referring to this reason). An employer, if he takes this person to the post, will only have to draw up a document and make the first labor entry on employment.
To receive the first work book, the candidate for the post will need to write a statement addressed to the employer, with the corresponding request and fill out a work form. All actions must be carried out, guided by the article of the Labor Code of the Russian Federation under number 65. As a result, the document will be registered in the labor base.
A few words should be said about the latter. A work book cannot be printed as a standard commercial product. On the contrary, strict records are kept of these documents, and each book is assigned a registration number.
Who is involved in the paperwork?
As for registration, document management, these are internal affairs of the company. The head of the company decides to whom to entrust this duty. Most often this is either he (if the staff is very small), or an accountant, or an employee of the human resources department.
No special knowledge is required for this, so any specialist can deal with the filling and design as a whole. The main thing is that his job description contains certain responsibilities for filling out work books.
To legitimize this process, the director of the organization issues an appropriate order, which gives him the necessary powers to fill out the workbook of an employee. The latter gets the opportunity:
- Keep and fill books.
- Sign them.
- Add new entries.
- Confirm the entered information with a seal.
If the director of the organization is going to be engaged in filling out the document, then he still needs to issue an order to give himself the necessary powers to arrange the books of employees.
Why is it important to be very careful about the choice of the employee to whom the filling will be entrusted? Because this document may:
- to be inspected by regulatory authorities;
- fall into the hands of another filling specialist (when changing jobs, for example); if a mistake is found in the book, then the current employer is obliged to correct it (even if it was allowed once a long time ago and not in this organization), this is standard human politeness.
Documents for registration
In order to register and make an entry in the employment record, a person who is employed for a position is required to provide a specific set of documents, on the basis of which the employer will make an appropriate entry in the employment record.
It includes:
- A document certifying the level of education of the employee.
- Passport or other identification document of a citizen.
On the part of the employer, there should also be a set of papers allowing you to make an entry, namely:
- Company charter or certificate of individual entrepreneur.
- Journal of accounting books.
He will also need a stamp, which will officially confirm all the entries made in the labor when hiring
Title page
Title page - the first page, which is filled once. It is very important not to make mistakes when filling out, therefore, the design work should be trusted, as mentioned above, to a responsible and accurate person.
Of course, you need to fill in all the columns of the document:
- F. I. O. owner.
- Date of his birth.
- Education (for example, higher professional).
- Profession / specialty (e.g. financier).
- Date of filling out the document.
At the bottom of the page, it is necessary to confirm the completed data both to the owner of the document, and to those who are engaged in the design of books.
In this case, the first and second paragraph in the book are filled in the same way as in the passport. Abbreviations excluded. Education is filled with the same data that is recorded in the diploma.
There may be problems with the Profession section. For example, a schoolchild or student who does not yet have any specialty can get a job. In this case, the item should be left blank until the profession is received (a diploma is handed over).
The owner of the book should double-check all the information that the specialist responsible for maintaining labor documents in the organization filled out for him. If the latter nevertheless made a mistake in filling in the first two paragraphs, the book is considered invalid, nothing can be corrected on the title page in these columns, therefore the entire document is destroyed.
It is important to clarify:
- change - replacing one correct record with another;
- correction - replacement of an erroneous record with a correct one;
- addition - the addition to the correct record in the labor of hiring, for example, additional correct information.
Changes can be made in any section of the book: on the title page, in the section on work places, in the awards section, etc. Corrections to make on the title page are strictly prohibited.
If there are no shortcomings or errors, the owner puts the signature filling out the citizen - his own, everything is fixed by the seal of the organization in which the employment takes place. Then you can make an entry in the labor on hiring.
Adjustment
As already noted, you can’t make corrections to the cover page, but you can make changes. The simplest example of a change is a change of surname of a citizen.
To enter a new surname of a person, you need to cross out the old data, write the correct information next to it, and on the crust on the inside (to the left of the title page) describe the document based on which the change was made (paper from the registry office, for example).
The crossed out entry will be canceled and the new entry will take effect.
Position Information
According to article 66 of the Labor Code of the Russian Federation, even if there is a concluded labor contract, if there is no entry in the work book about employment, the employee formally does not occupy the position in which he works. Therefore, in order to enjoy all the privileges that a book gives you, you must make sure that it is filled in time. How is an employment record added to this document? A sample entry in the employment record is as follows.
Firstly, the full name of the organization is entered in the column containing the data on the employment (translation, etc.).
Next - on the line below - in the section with the number, the serial number of the record is put (1 more than the previous one, or 1 if the first record), in the section with the date the date of actual entry into the post is put, and in the column of information about the appointment, an entry is made about that a citizen has been accepted for such and such a position in such and such a department. The last column should contain documents, on the basis of which this entry is made in the work book of employment.
If a citizen has changed his position, moved to another department, transferred from old work to new one by official transfer, you need to enter data on this in the work book so that the employer can know about all the labor changes of his new employee.
There are no exceptions for the management team. In the same way, an entry is made to the labor director general about the appointment.
Recording Rules (General)
So that the regulatory authorities or new employers, who must face the data contained in the work book, do not have problems with their study, you should adhere to the design rules, which will be presented later.
- The color of the pen used for recording may be blue, black or purple. No other. The type of pen does not matter. It can be pen, gel, ball.
- The use of Roman numerals is excluded, only Arabic ones are allowed.
- Numbers are written in a standard format - day, month, year.
- The common design language is Russian. In the Russian Federation there are regions where the local language is equated with the state language. Then records can be kept on it if necessary.
- Abbreviations for filling are also excluded. All posts, documents and generally any words need to be written in full form.
- When hiring, the person responsible for completing the labor has five days to fill in all the data; when entering new employee data - a week; upon the dismissal of a citizen from a working position, the corresponding entry is made on the day when the employee ceases to be in office.
- All entries in the labor has its own serial number.
About the last point it is worth saying a little more:
- if the organization changes its name, you do not need to put a serial number;
- when creating a copy, the employment record is not marked with a serial number, it is not included in the account system;
- titles of entries that are entered in the section containing information about the work are also not numbered.
In this case, the owner of the document must be familiar with all the data that was entered / changed / corrected in the labor, under signature.
Two labor at one owner
Sometimes a citizen needs to make an entry in the work book about the appointment to the position at once in two jobs. Is it legal?
Quite. Nowhere in the legislation of the Russian Federation does it say that a person can have one and only one work book. No fines or other sanctions will follow. Another question - what's the point?
In addition to any private exceptional situations, people start a second workbook in order to receive any benefits at once from two jobs, but this is stupid, because, for example, even sick leave is paid for only one labor, contributions to the Pension Fund also go only with one labor.
Part-time job
The practice of combining jobs is still widespread among citizens: when a person is officially employed at once in two jobs. In this case, it is not necessary to draw up a second labor, it is enough to make the corresponding entries in the document that already exists.
How to make an entry in the employment of part-time employment? Similarly, as described above, only at the end after the position is indicated (a citizen is accepted for such and such a position in such and such department) is the phrase “part-time” added.
Exactly the same rules apply to those who are hired by the student. In the latter case, it is written "accepted by the student."
The nuance of making entries for individuals
The entry in the employment record for an individual entrepreneur does not differ from that for an LLC or AO. But what about unregistered entrepreneurs? It is no secret that entrepreneurial activity can be conducted without registration.
If an entrepreneur needs to resort to someone's help, then he will not be able to register this person as an employee with the help of a work book, because he is prohibited by law from acquiring these documents. It is necessary to draw up all labor activity with the help of a notarized contract, specially provided for this purpose.
Total
Summing up the above, it is worth again once again to point out the important points that need to be understood for competent work with the work book.
- A work book is a legally binding document.
- It contains all the information about the official work of a citizen (previous, current) and his awards.
- It is required not only to take into account the seniority of a citizen, but also to provide certain social benefits, and also so that the employer can verify the presence or absence of a certain work experience.
- Filling out work books is regulated by a government decree and instructions from the relevant ministry, but sometimes the data in these documents is not enough to fill out, then you can resort to generally accepted rules that have developed over years of practice.
- An individual entrepreneur has a record of a work book on employment that is the same in content and execution as in an LLC or JSC, for example.
- All entries that are entered in the labor, can be made either blue, or black, or purple pen. No other color is allowed, but the type of writing product does not matter. The pen can be a ballpoint, pen, or gel, for example.
- If the place for entries has run out of labor, an insert is drawn up into which data is entered in the future.
- Only officially registered persons can purchase labor books and fill them out. A person, at a minimum, must be an individual entrepreneur in order to buy and fill labor for his employees.
- All dates are recorded in labor in the format dd / md / yy.
- The use of Roman numerals is not allowed. You can use only Arabic.
- Changes, corrections and additions in the work book are different concepts.
- If a mistake was made when making an entry in the labor record (not on the title page), for example, you should cross out the wrong entry in the labor record about employment, write the correct one next to it, and indicate on the peel inside (to the left of the title page) the document on the basis of which correction. If a mistake is made on the title page, the entire document is destroyed. It is very important to make the correct entry about the employment.
- Corrections to the title page can be made (similarly, as described in paragraph 10). For example, if the owner of the book changed his name.
- A sample entry in the workbook on admission is described in the paragraph "information about the position”.
- Entries in the labor are made in Russian. In regions where another language is official, local, you can add information in it, if necessary.
- The employee is engaged in the filling of the labor, to which the director gave the authority to do so by order. The choice of an employee who will make entries in the workforce must be approached very carefully. It can be anyone - an employee of any position. The main thing is that he approach his business responsibly and be accurate. A legible handwriting will also come in handy.
- With all changes in labor (entering new data, changing old, etc.), the owner should be familiarized with the signature. .
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