How to correct the entry in the workbook? Invalid entry: sample fix

A work book is a particularly important document that not only keeps records of seniority, but also helps in the future when calculating a pension. Not all HR employees correctly record in the work book. “Record is invalid” - what does this mean, and in what situations does the phrase appear in the document?

What to be guided by?

In order to make a change or correction to the work book, it is necessary to study those normative acts that serve as a support for any employee of the personnel department. These include:

• Labor Code of the Russian Federation, namely those parts that spell out what formulations take place in the work book.
• Rules for the maintenance and storage of work books approved by the Government of the Russian Federation. Here it is written how to keep and keep forms of labor and inserts to them, as well as who has the right to produce these documents and distribute them.
• Instructions for filling out work books approved by the Decree of the Ministry of Labor of the Russian Federation dated 10. 10. 2003 No. 69, which prescribes the rules for filling out a work form. More specifically, this is Clause 1.2, Clause 2.3, and Clause 2.4.

Recognition of an invalid entry in the work book or the introduction of any additions should be based on one of the points of the above document.

Change, correction or addition?

The entry in the workbook "entry is invalid" - what is it? Addition, correction or change to the mark made before this?

The concepts of “change” and “addition” speak respectively of a change or addition to a previously made correct (this is the most important) record. Correction, however, involves replacing erroneously entered, incorrect entries.

Who can make corrections?

“Record is considered invalid” - not everyone can write in the work book and not for any reason. Without these powers and without the necessary reason, it is forbidden to indicate anything in the document. If suddenly a citizen found in his labor error, then they can be corrected either at the place of previous work, where they were committed, or at a new job, or in court.

Correct entries in the labor may be a specialist who has the authority to do so. Such powers are given by a special order of the head to appoint a person responsible for maintaining work books. In large organizations, labor is accepted, maintained and stored in the personnel department. In small enterprises, either the manager himself or the person who is appointed responsible is involved in this. This can be an accountant, secretary or any employee for whom the relevant order has been drawn up.

If the work is provided by an individual, then to conduct and even more so make any corrections in the work book, such an employer has no right.

If an error is detected

Mistakes are mainly found by those employees who lead labor. Sometimes they are discovered by the workers themselves after being fired. Shortcomings emerge during the audit of personnel documents.

Typical errors include:

1. Incorrect employee data. If an error is found on the cover page, where the basic information is indicated, you need to collect and submit all the necessary documents: passport, diploma, certificate of marriage or divorce. Next, an application is submitted to the employer with a request to correct the erroneous record. Then, based on the submitted data and the application, an entry is made in the work book: “The entry is invalid”. The date and signature of the authorized person are put. If a mistake was made earlier in the surname, name or patronymic, the employee will have to go to court to justify his employment record and adjust this record.
2. The information in the sections of the work book is incorrect. If an employee has already got a job in a new organization, and the mistake was made at the previous place of work, then the citizen must write a statement to the former boss to provide the necessary documents, based on which the new employer will correct the mistake and enter the correct data. If the enterprise where you made a mistake in the labor was liquidated or closed, you can request the necessary documents in the archive of the city where the organization was registered.

The wording “entry is invalid” in the workbook, a sample of which is presented below, must be accompanied by the serial number of the entry, the signature of the employee and the date on which the entry was corrected.

General Correction Rules

Incorrect data that was found in sections cannot be crossed out, cleaned or corrected. It is only permissible to put an entry in the workbook: "The entry is invalid." Under a specific number indicating the correct data. If corrections need to be made on the first page, then it is permissible to cross out old information, but next you need to write the actual one. At the same time, on the labor crust, it is necessary to refer to documents on the basis of which a correction is made.

You can fix it with either a blue or black pen, preferably a gel. These inks are resistant to light and moisture. Words cannot be shortened.

Adjustment algorithm

Correction how to do in the workbook? “Record is invalid” - this is only the initial stage of record adjustment. Consider the general algorithm:

1. In the first column, you need to put the number in order, following the one that was in the previous entry.
2. The next column is the date at which the correction is made.
3. In the third - a record is made: "The record for the number ... is invalid." In the same column, you must write the correct data.
4. The fourth column should be filled out with a link to the order, which contains the correct data.

How to correctly insert the phrase: "Record is considered invalid"? In the workbook, the sample is presented below.

If a mistake is made on the cover page, then the correction algorithm is as follows:

1. With one line you must cross out the old entry.
2. Write the current information next to the crossed out entry.
3. On the labor crust, you need to register a link to the document that confirms the changes.
4. The link must be certified by the seal of the organization and the signature of the authorized employee.

Court order

If at the court session a decision was made on the illegal dismissal, then at work they must recognize the entry in the work book as invalid and restore the employee. All these actions should be documented. In the third column, after the entry on the invalidity of the previous wording, there should be information on the restoration of the employee, and in the fourth - a link to the corresponding document (this will be an order for restoration). A corrective record should begin in this case with the name of the organization.

Also, the employee may receive a duplicate of the labor, where the manager is obliged to rewrite all the records, except the one recognized by the court as invalid. At the same time, a note should be made on the issue of the workbook to issue a duplicate, and on the page should indicate that this is a duplicate. The employee does not provide any documents.

Individual cases

If the error is found in the date of making a job entry, then do the following:

1. In the first column, put the serial number.
2. In the second - the date of the adjustment.
3. In the third column write: “Entry for No. ... is invalid”, and below the same wording as in the previous entry, but with the correct date of admission.
4. In the fourth column - details of the order of admission.

And if an error is detected in the numbering? Moreover, for example, if an employee has changed several organizations or was transferred from post to post, and between the erroneous and last numbering a large number of entries. Experienced cadre workers advise not to touch the intermediate records, but to invalidate only the number in the last record so that the total number of records in the labor match.

It happens that the numbering is repeated, but the records have a different date. What to do so that the work book does not spoil? “Record is invalid” - the text is indicated for the number and date, which are incorrect. If the records have both the number and the date, then add the letter “a” to the number of the invalid record and then refer to the number with the letter “a”. If the record does not have a number, then it must be affixed, and then refer to this number when correcting. If the previous record was without a number, then you can simply write in the labor record: “Previous record is invalid.” And put down all the necessary details.