Rules for maintaining work records in the Russian Federation. Instructions for filling out work books

A work record can tell an employer about positive and negative aspects new employee. It records all the reasons for dismissal, total length of service and length of service in a specific position or place of work.

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For an employee, having a work permit is confirmed by work experience, career growth and possible awards made by the previous employer. The work book is the first document on the basis of which, upon the occurrence of certain conditions or age, you will be accrued a pension.

What regulations regulate the rules for maintaining and storing work records? What information does it contain? We will give answers to these and other questions in the article.

Conditions and legal requirements

Every official document, which has an effect, must be supported by regulations.

These include:

• Labor Code. It regulates the registration of a work book and other labor relations between an employee and an employer. The Code defines a work book and lists the employer’s responsibilities for storage and completion.
• Code of Administrative Offences. A normative act that regulates the consequences of violation legal norms relating to the work book established by the Labor Code of the Russian Federation. Thus, both documents represent one whole.
• Government resolution “On work books” contains a sample and form of an employment contract, an insert in the work book, rules for filling out and storing.
• Resolution “On approval of instructions for filling out the Labor Code”. The initiator of the document is the Ministry of Labor. The document clearly defines where to start filling out, what information to enter and how to correct mistakes.

Today, employers have every right to accept and fill out work books of the 1938, 1975 and 2003 models.

Those who apply for a job on January 1, 2004 have the right to provide the latest sample Labor Code for filling out. Old-style books can be replaced with new ones only or designed.

You can view the main documents here:

Rules for maintaining work books

Responsible persons

According to the law, the employer must create all conditions for maintaining and storing work books.

The order appoints an employee of the personnel department or an accountant to maintain work records. , issuing orders for employees and maintaining work books must be completed by personnel department employees. IN small organizations There is no such department, and their responsibilities are assigned to the chief accountant.

The authorized employee is fully responsible for the correct execution and maintenance of work books.

All labor documents must be stored in a special safe with the director, accountant or human resources department.

At the discretion of the manager, it is possible to store it in another place that is not accessible to other employees.

Please note that drawing up an order on the person responsible for filling out work books is mandatory.

During the first inspection of the organization’s work, the inspector has every right to request an order.

In the absence of a document, the state inspector has the right to impose an administrative fine. The size varies from 5 to 50 minimum wages.

The order appointing a responsible person must indicate:

• last name, first name, patronymic of the employee;
• job title;
• text of the order: “assign responsibility for filling out...”;
• date of compilation;
• signature of the employee and the head of the organization.

Example document:

Example of an order to appoint a responsible person

What information is entered and how is it formatted?

When applying for a job for the first time, each person must provide a clean work record book to the personnel department or accounting department.

Filling out must take place in the presence of an employee. According to the law, this must occur within 7 days from the date of conclusion of the employment contract.

Information that must be included in the document:

• Employee personal data: last name, first name, patronymic and date of birth. Information is entered on the basis of the provided passport or other identification document.
• Education information: higher, secondary, secondary technical. Information is entered on the basis of a diploma or certificate of completion educational institution.
• Information about the position held: date of admission, name of the organization where the employee was hired, position, number and date of the order.

When transferring to another position, advanced training, hiring or awarding, all entries must be recorded in the work book.

Each entry is made no later than 7 days from the date of issue of the order. Upon dismissal, the entry must be made on the same day, and the employment record must be handed over to the employee.

When entering new data into a labor document, the person authorized to complete it must familiarize the employee with the information. He, in turn, must sign the personal card.

Additional information:

• deadlines military service or internal affairs - on the basis of;
• terms of training for the purpose of advanced training - on the basis of diplomas, certificates or other documents confirming training;
• recovery continuous experience work, the entry is made at the last place on the basis of the relevant document;
• on awarding state awards, certificates of honor, etc.

Reasons for entries

Entries in the work book must be made only on the basis of an order.

Personal information about the employee is entered according to the documents provided by him. The entry is made no later than 7 days from the date of issuance of the order or instruction.

Note that, unlike an order, which may indicate the grounds for a transfer, a change in salary in connection with a transfer to another position, the information cannot be completely rewritten in the work book.

You indicate only the reason for the entry (transfer, dismissal), the date of the order.

Based on the order, the following are entered into the work book:

• hiring;
• transfer to another position;
• assignment of new qualifications, tariff schedule or discharge;
• rewarding, encouragement;
• dismissal.

Dates

Regardless of which column the date is indicated in, all entries are made in Arabic numerals. The month and date are indicated by a two-digit number, the year by a four-digit number.

For example, transfer of an employee to another position on March 14, 2020. The date will be written: “03/14/2015”.

Ink colors

To draw up a work record book, entries may be made with a ballpoint, gel, or fountain pen. Ink colors can be blue, purple or black.

Language

According to the legislation, the state language of the Russian Federation is Russian. Accordingly, all entries in the work book are made on it.

An exception may be a second language that is used on the territory of the constituent entities of the Russian Federation. First, an entry is made in Russian, and then in the language of the republic.

Note that this is only possible if the employing organization is located on the territory of this republic. For example, in the Moscow region, making an additional entry will not be allowed.

Abbreviations are not allowed

According to the law, entries in the work book are made as completely as possible. Any abbreviation of words is prohibited.

Serial numbers

Each entry in the work book is assigned its own serial number. The first line will record the employee's hiring. Subsequent data are entered in order under numbers 2, 3, 4, etc.

It is prohibited to break the numbering or start it again.

Deadlines for depositing

As mentioned above, each entry is made in the work book on the basis of an order. It can be entered no later than 7 days from the date of issuance of the order or instruction.

Making changes

Errors may be made when entering the employee’s personal information and information about labor activity.

According to the law, on title page It is allowed to make changes only in the last name and in the “education” line. Incorrect information is crossed out with one line and correct information is written above/below the line. In this case, the document on the basis of which the correction was made is indicated on the inside cover. The date, signature of the employee who entered the information and the seal of the organization are put.

If errors are found in the information entered in previous jobs, they can be corrected by an employee at the current place.

Example of changes to the title:

Changes on the title page when acquiring a new profession

Corrections in work activity:

• after an incorrect entry, the next number is entered;
• date of correction;
• “entry No. is invalid”;
• correct information is entered;
• the order is placed that was indicated next to the incorrect entry.

Example:

An example of making changes to a document

Insert design

With frequent job changes or transfers, the number of free lines in the work book may run out.

In this case, an insert is used. Its design is similar to the labor document. It cannot be used separately.

The TC must indicate the presence of an insert.

Note about the insert:

An example of a mark for issuing an insert

Employee familiarization

The employer does not have the right to hide entries that are entered in the work book from the employee.

By law, he must familiarize the employee with all the information included in his document.

After review, the employee must sign the information received on his personal card.

Features for individual entrepreneurs

In 2006, a law was introduced that obliged individual employers to make entries in the work books of their employees. The rights of individual entrepreneurs are equalized with legal entities.

In accordance with the Government Decree Russian Federation dated April 16, 2003 N 225 “On work books” (Collection of 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;

form of the receipt and expenditure book for accounting of work book forms and the insert into it in accordance with Appendix No. 2;

form of a book for recording the movement of work books and inserts in them in accordance with Appendix No. 3.

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

Resolution of the State Committee for Labor of June 20, 1974 N 162 “On approval of the Instructions on the procedure for maintaining labor books at enterprises, institutions and organizations”;

Resolution of the State Committee for Labor of the USSR dated August 2, 1985 N 252 “On introducing amendments and additions to the Instructions on the procedure for maintaining labor books at enterprises, institutions and organizations, approved by Resolution of the State Committee for Labor dated June 20, 1974 N 162”;

Resolution of the USSR State Labor Committee of March 31, 1987 N 201 “On introducing amendments to the Instructions on the procedure for maintaining work books at enterprises, institutions, organizations”;

paragraph 2 of the resolution of the State Committee for Labor of the USSR dated August 15, 1990 N 332 “On invalidating and amending the resolutions of the State Committee for Labor on issues of part-time work”;

Resolution of the USSR State Committee for Labor dated October 19, 1990 N 412 “On amendments to the Instructions on the procedure for maintaining labor books at enterprises, institutions and organizations, approved by Resolution of the State Committee for Labor of June 20, 1974 N 162 (as amended by the resolution of the USSR State Committee for Labor dated 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, producing work book forms and providing them to employers (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 and inserting duplicate work books into them (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 digits, year - four digits). 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 carefully, using a fountain or gel pen, a rollerball pen (including a ballpoint pen), light-resistant ink (paste, gel) in black, blue or purple, and without any abbreviations. For example, it is not allowed to write "pr." instead of "order", "dispatch." instead of "order", "trans." instead of "translated" etc.

1.2. In the sections “Information about work” and “Information about awards” of the work book, crossing out previously made inaccurate, incorrect or other invalid entries is not allowed.

For example, if it is necessary to change a specific entry about employment in the “Job Information” section, after the corresponding last entry in this section, the subsequent serial number and the date the entry was made are indicated, in column 3 the entry is made: “The entry with such and such a number is invalid.” After this, the correct entry is made: “Accepted in such and such a profession (position)” and in column 4 the date and number of the order (instruction) or other decision of the employer, the entry from which was incorrectly entered into the work book, is repeated, or the date and number of the order is indicated ( order) or other decision of the employer, on the basis of which the correct entry is made.

In the same manner, a record of dismissal or transfer to another position is invalidated. permanent job if the dismissal or transfer is recognized as illegal by the employer, the control and supervisory body, the labor dispute resolution body or the court and reinstatement to the previous job or a change in the wording of the reason for dismissal. For example: “The entry for number so-and-so is invalid, reinstated to previous job.” When changing the wording of the reason for dismissal, an entry is made: “The entry for number such and such is invalid, dismissed (indicated new wording)". Column 4 makes reference to the order (instruction) or other decision of the employer on reinstatement or changing the wording of the reason for dismissal.

If there is an entry in the work book about dismissal or transfer to another permanent job, which is subsequently declared invalid, upon a written application from the employee, a duplicate work book is issued without making an entry declared invalid. In this case, in the upper right corner of the first page of the duplicate work book, the inscription: “Duplicate” is made. On the first page (title page) of the previous work book it is written: “Instead, a duplicate was issued,” indicating its series and number.

2. Filling out 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 the work books, is filled out as follows:

last name, first name and patronymic are indicated in full, without abbreviation or replacement of first and middle names with initials, date of birth is recorded in full (day, month, year) on the basis of a passport or other identification document (for example, military ID, foreign passport, driver's license, etc. .);

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

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

profession and/or specialty are indicated on the basis of documents on education, qualifications or the presence 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, with his signature on the first page (title page) of the work book, certifies 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) where the work book was first filled out is affixed.

2.3. Changes to entries in work books about surname, name, patronymic and date of birth are made on the basis of a passport, birth certificate, marriage certificate, divorce, change of surname, 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 previous surname or first name, patronymic, date of birth are 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 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. Changes (additions) on the first page (title page) of the work book of entries about new education, profession, specialty obtained are carried out by adding existing entries (if they already exist) or filling out the corresponding lines without crossing out previously made entries.

3. Filling out job information

3.1. In column 3 of the “Work Information” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any).

Under this heading, in column 1, the serial number of the entry being made is indicated; in column 2, the date of employment is indicated.

Column 3 records the acceptance or appointment to structural unit organization, indicating its specific name (if the condition of working in a specific structural unit is included in the employment contract as an essential one), the name of the position (job), specialty, profession indicating qualifications, and in column 4 the date and number of the order (instruction) or another decision of the employer, according to which the employee was hired. Records of the name of a 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 performance of work in certain positions, specialties or professions is associated with the provision of benefits or the presence of restrictions, then the name of these positions, specialties or professions and qualification requirements they must comply with the names and requirements provided for in the relevant qualification directories.

Changes and additions made to in the prescribed manner V qualification reference books, the organization's staffing table 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 rank (class, category, etc.) during the period of work, then a corresponding entry is made about this 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 ranks, classes or other categories of these professions, specialties or skill levels. For example, a repairman was assigned 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 entered, 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” has been 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 main work on the basis of a document confirming part-time work. In column 1 of the “Work Information” section of the work book, the serial number of the entry is entered, in column 2 the date of employment as a part-time worker is indicated, in column 3 an entry is made about acceptance or appointment as a part-time worker in a structural unit of the organization, indicating its specific name ( if the condition of working in a specific 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. A record of dismissal from this job is made in the same manner.

3.2. If during the employee’s work the name of the organization changes, then an entry about this is made in a separate line in column 3 of the “Information about work” section of the work book: “Organization such and such has been renamed to such and such date,” and in column 4 it is entered 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 correctional labor, an entry about the non-inclusion of work time during the period of serving the sentence in the continuous work experience is made as follows. In the “Information about work” section of the work book, in column 1 the serial number of the entry is entered, in column 2 - the date of entry; in column 3 an entry is made: “Work time from such and such a date (day, month, year) to such and such a date (day, month, year) is not counted towards 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 court verdict), its date and number.

3.4. When continuous work experience is restored in accordance with the established procedure, the following entry is made in the employee’s work book at the last place of work in column 3 of the section “Information about work”: “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 out information about the award

The procedure for entering information about awards is as follows: in column 3 of the “Information about awards” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any); below in column 1 the serial number of the entry is entered (numbering increasing throughout the entire period of the employee’s work activity); Column 2 indicates the date of award; Column 3 records who awarded the employee, for what achievements and with 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 out information about dismissal (termination of employment contract)

5.1. An entry about dismissal (termination of an employment contract) in the employee’s work book is made in the following order: in column 1 the serial number of the entry is entered; 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 an employment contract) is considered the last day of work, unless otherwise provided by federal law, an employment contract or an agreement between the employer and employee.

For example, when an employment contract with an employee is terminated due to a reduction in staff, October 10, 2003 is determined to be the last day of his work. The following entry must be made in the employee’s work book: in column 1 of the “Work Information” section, the serial number of the entry is entered, in column 2 the date of dismissal is indicated (10.10.2003), in column 3 the entry is made: “Dismissed due to a reduction in the number of employees of the organization, paragraph 2 of article 81 of the Labor Code of the 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 (except for cases of termination of the employment contract at the initiative of the employer and due to circumstances beyond the control of the parties (clauses 4 and 10 of this article), an entry about dismissal is made in the work book ( termination of the employment contract) with reference to the relevant paragraph of this article.

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

5.4. When an employment contract is terminated due to circumstances beyond the control of the parties, an entry is made in the work book about 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: “Dismissed due to non-election to a position, paragraph 3 of Article 83 of the Labor Code of the Russian Federation” or “The employment contract was terminated due to the death of an employee, paragraph 6 of Article 83 of the Labor Code of the Russian Federation.”

5.5. When an employment contract is terminated on additional grounds provided for by the Labor Code of the Russian Federation or other federal laws, records of 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: “Dismissed due to repeated gross violation of the charter of an educational institution, paragraph 1 of Article 336 of the Labor Code of the Russian Federation within a year” or “Dismissed due to reaching the age limit established for holding a public position civil service, paragraph 2 (1) of Article 25 of the Federal Law of July 31, 1995 N 119-FZ “On the Fundamentals of the Civil Service of the Russian Federation”.

5.6. When an employment contract is terminated at the initiative of an employee for reasons that are associated by law with the provision of certain benefits and benefits, a record of dismissal (termination of the employment contract) is made in the work record book indicating these reasons. For example: “Dismissed at her own request due to the transfer of her husband to work in another area, paragraph 3 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at her own request due to the need to care for a child under 14 years of age, paragraph 3 of the article 77 of the Labor Code of the Russian Federation."

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

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

When hired to a new place of work, an entry is made in the employee’s work book in column 3 of the “Information about work” section provided for in paragraph 3.1 of these Instructions, indicating that the employee was accepted (assigned) by way of transfer.

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

At a new place of work after instructions full name 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 the decision of the elected body, date and number of its acceptance.

7. Features of filling out a duplicate work book

7.1. A duplicate of the work book is filled out in accordance with sections 1-6 of these Instructions.

7.2. If an employee, before joining this organization (to to this employer) has already worked, then when filling out a duplicate of the 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 joining 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 this, 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 hire; Column 3 records the name of the organization (employer) where the employee worked, as well as the structural unit and job (position), specialty, profession indicating the qualifications 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, in column 2 the date of dismissal (termination of the employment contract) is indicated, and in column 3 - the reason (ground) 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 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. The original documents confirming work experience, after making copies of them and duly certified by the employer or personnel service, are returned to their owner. The employer is obliged to assist the employee in obtaining documents confirming his work experience prior to joining the employer.

Currently, the work book is the main document containing information about the work activity and length of service of an individual.

Current work record forms

The form of the work book, as well as the Rules for its registration, storage, production of forms and supply of them to employers were approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225.

Along with the form given in the above regulatory act and applied since 01/01/2004, work books approved by the following regulations are also valid on the territory of the Russian Federation:

• Council of People's Commissars of the USSR dated December 20, 1938 No. 1320;
• All-Union Central Council of Trade Unions, Council of Ministers of the USSR dated 09/06/1973 No. 656;
• Council of Ministers of the USSR dated April 21, 1975 No. 310 (work books of collective farmers).

Thus, if a document is issued to an employee for the first time, a form approved by Resolution No. 225 is used. In this case, labor. employee records started before 01/01/2004 do not require replacement, but continue to be used as usual.

Who should keep work records?

According to Art. 66 of the Labor Code of the Russian Federation, every employer, except for an individual who does not have the status of an individual entrepreneur, is obliged to keep work books for each employee who has worked for him for more than 5 days, provided that this place of work is the main place of work for the employee.

Thus, individual entrepreneurs must fill out work books for their hired personnel in the general manner.

Entries in the labor record are entered by an official of the organization (IP), authorized by order of the manager (IP). As a rule, this person is an employee of the HR department.

If an official responsible for maintaining work records has not been appointed, this function performed by the head of the organization (IP).

Registration of work. a book for an individual employed for the first time is made by the employer no later than 7 days from the date of hiring in the presence of the employee.

Note: The individual entrepreneur does not keep a work book for himself. Obviously, an entrepreneur cannot conclude an employment contract with himself, i.e., in accordance with Art. 20 of the Labor Code of the Russian Federation, by an employee as one of the parties labor relations, he is not. And work books are kept only in relation to employees (Article 66 of the Labor Code of the Russian Federation).

What entries are included in the labor record?

The book must contain the following information:

• about the employee;
• about the work he performs;
• about dismissals;
• on the grounds for termination of the employment contract;
• about transfer to another permanent job;
• about awards.

Please note: information about disciplinary action are entered into the work book only if the result of such a penalty is dismissal.

At the employee’s initiative, data on part-time work can be entered into the work record: both external and internal (see sample below).

To make an entry about external part-time work, the employee must submit a document at his main place of work confirming additional work activity with another employer. Such a document can be a certificate from the place of work, as well as certified copies of an order or an employment contract.

At internal part-time job providing additional documents is not required from the employee.

Please note: if an individual performs work under a civil law contract (contract), entries are not entered in the work book. Relations between the parties arising under a civil process agreement are regulated by the Civil Code of the Russian Federation and are not within the scope of labor legislation.

General filling requirements

The instructions for preparing work books were approved by the Ministry of Labor Resolution No. 69 dated October 10, 2003 (hereinafter referred to as the Instructions).

1. Dates in all sections of work. books are written in Arabic numerals in the format DD.MM.YYYY.

Please note: despite the requirement of the Instructions, on the title page of the work book, a line is highlighted for the date of completion, providing for entering the month in words. In this case, experts recommend writing down the date as suggested in the form, i.e. indicate the month in words and the date and year in Arabic numerals.

2. It is allowed to use ballpoint, gel, and fountain pens in black, blue, and purple. Pens with light-resistant ink can be used.

3. Abbreviations cannot be used: “Ex.” instead of “Order”, “Dispatch.” instead of “Order”, “TC” instead of “Labor Code”, etc.

4. In sections containing information about work and awards, crossing out inaccurate, erroneous or other invalid entries is strictly prohibited.

Filling out employee information

1. The full name must be indicated, without replacing the first and middle names with initials.

2. The date of birth is recorded on the basis of a passport or other identification document (foreign passport, driver’s license, etc.).

3. Information about education is indicated as follows:

• basic general (9 classes);
• secondary general (11 classes);
• secondary vocational (technical school, college, etc.);
• higher professional (university);
• postgraduate professional (postgraduate) studies.

Please note: with the entry into force of the law of December 29, 2012 No. 273-FZ, the “primary vocational” level of education contained in the Instructions no longer applies.

Also, on the basis of the above Federal Law, the level of education “higher professional” applies to bachelor’s, specialist’s and master’s degrees.

Registration of education is made only on the basis of properly certified documentation (certificate, diploma, certificate, etc.). Information about incomplete education can be entered on the basis of a student card, grade book, certificate from an educational institution, etc.

4. The profession (specialty) is also indicated on the basis of the education document.

Please note: In university diplomas, the field of activity is often indicated as a specialty (for example: “Economics and enterprise management”), so it is better to fill out this line based on information about the award of qualification (for example: “Economist”).

5. The date of registration of the book is filled in. Then the employee certifies the entered information with his signature.

Please note: in the work book form, under the line intended for the signature of the responsible person, it is written “legibly”. Regulatory acts Labor legislation does not specify this concept. Therefore, experts recommend that the official not put a personal signature, but write down his last name clearly and legibly in this line.

However, there is no responsibility for affixing a personal signature, for deciphering the surname and initials, or using other possible options This line is not required to be filled in.

If the organization (IP) does not have a round seal, Rostrud also allows the use of the internal seal of the personnel service, provided that the stamp can clearly identify the employer (name of the organization or full name of the entrepreneur, INN, OGRN or OGRIP).

7. Changes in records of last name, first name and patronymic, as well as date of birth are made on the basis of: passport, birth certificate, marriage or divorce, change of name - with the obligatory indication of the details of these documents.

The above changes are made in the following order:

• information subject to correction is crossed out with one line;
• new data is recorded;
• a link to the relevant document is indicated on the inside cover of the work book and is certified by the signature of the responsible person and the seal of the employer (employer's personnel service).

8. Changes in data on education, specialty, profession are made by supplementing the information entered earlier. There is no need to cross out anything. The link to the document on the basis of which the additions were made is not indicated on the cover of the work book.

Filling out job information

1. In gr. 3 the full and abbreviated (if any) name of the organization (IP) is indicated as the title.

2.

3. In gr. 2 the date of hire is entered.

4. In gr. 3 a record of acceptance (appointment) to a specific structural unit is entered legal entity(IP), if the condition for working in this department is reflected in labor agreement, and the name of the position (work, specialty, profession indicating the rank, class, category) in accordance with.

In cases where working conditions require compensation, benefits or restrictions, the name of the specialty (position, work, etc.) is indicated in accordance with the qualification directories.

5. In gr. 4 records the name and details of the document according to which the employee was hired (order, instruction, etc.).

Note: a record of employment on the basis of a fixed-term employment contract is completely similar to a record of employment under an open-ended employment contract.

Please note: if the employment record is made in relation to general director organization, then the wording “Appointed” (“Elected”) is used, and in gr. 4 protocol details are indicated general meeting founders (decisions sole founder, order on the appointment of the general director).

Information about work for which entries in the work book are required also include:

• assigning a new rank (category, class) to an employee;
• establishing a second and subsequent specialty for the employee;
• changes (additions) to staffing table organizations (IP);
• transfer to another permanent job;
• renaming an organization or changing its legal form;
• restoration of continuous work experience in the prescribed manner (for example: based on the decision of the labor dispute commission);
• failure to include in the continuous work experience the period of serving a sentence in the form of correctional labor;
• military service, as well as service in ATS authorities, tax police, customs, penal system, etc.;
• training in advanced training and retraining courses.

Sample entries in information about work for other reasons:

Restoration of continuous work experience

Establishment of profession and rank

Military service

Renaming a position

Renaming an organization

Failure to include the term of punishment in the length of service

Filling out information about the award

Information about the following types of incentives is entered into the employee’s work book:

• honorary titles, awards for services to the state;
• diplomas, certificates of honor, badges;
• other types of incentives in accordance with current legislation and internal company documents (for example: collective agreement).

Please note: information about bonuses wages are not recorded in the work book. But this does not apply to one-time and unscheduled bonuses for particularly distinguished employees - such a bonus can be entered in the book.

The procedure for entering information about the award is identical to the procedure for filling out information about the work:

1. In gr. 3 The full and abbreviated (if any) name of the employer is indicated as the heading.
2. Under this heading in gr. 1 indicates the serial number of the record.
3. In gr. 2 the date of award is entered.
4. In gr. 3 indicates the type of reward, the merits of the recipient and the organization issuing the award.
5. In gr. 4 name and details of the document according to which the award is made.

Filling out information about dismissal

Records of dismissal are made in the following order:

1) In gr. 1 indicates the serial number of the record.

2) In gr. 2 indicates the date of dismissal (termination of the employment contract).

In this case, the date of dismissal is considered to be the last day of work, unless otherwise established by an agreement between the employee and the employer, an employment contract or current legislation.

3) In gr. 3, a record is made of the reason for dismissal.

Please note: according to Art. 84.1 of the Labor Code of the Russian Federation, an entry in the employee’s work book about dismissal is made in strict accordance with the wording labor code or other federal law. In this case, it is necessary to indicate not only the clause and article of the Labor Code of the Russian Federation, but also its part.

Please note that the parts in the code are not numbered. To find out the part number, you need to count the paragraphs in the paragraph of the article in order: the first paragraph (even if there is only one) - the first part, the second paragraph - the second part, etc.

For example: in paragraph 1 of Art. 77 just one line, write “clause 1, part one, article 77.” The clause and article number of the Labor Code are indicated in Arabic numerals, and the part number is written in words.

If an employment contract is terminated at the request of an employee for reasons for which the law provides for benefits or other advantages, a record of dismissal is made indicating such reasons (the need to care for a child under 14 years old, the husband’s transfer to work in another area, etc.).

4) In gr. 4 indicates the name and details of the document on the basis of which the dismissal is recorded.

The employee puts his personal signature under the notice of dismissal, confirming that he has read the specified information (except for cases when the employment notice is sent to the dismissed employee by mail).

At the same time, there is no need to add additional wording to the document (“I have read”, “The entry is correct”, “I confirm the information”, etc.).

Note: except for the general grounds provided for labor legislation, the dismissal of the head of a legal entity may be caused by additional grounds set out in Art. 278 of the Labor Code of the Russian Federation (for example: bankruptcy of an organization, improper execution the head of his duties, decision-making by the owner of the organization’s property, other reasons).

Sample entries:

Dismissal at your own request

Dismissal by agreement of the parties

Dismissal due to staff reduction

Dismissal of the General Director

Dismissal from a part-time job

Dismissal for absenteeism

Dismissal due to expiration of a fixed-term employment contract

Purchasing labor forms. books

The procedure for providing employers with work record forms and related documents was approved by Order of the Ministry of Finance of the Russian Federation dated December 22, 2003 No. 117n.

These forms are produced by the GOZNAK Association and are sold both through the Association itself and through intermediaries who have entered into supply agreements with it. Official suppliers, both wholesale and retail, are required to present a copy of the agreement with GOZNAK (or a copy of the agreement with the wholesaler selling GOZNAK products) upon request of the buyer.

Purchasing forms is the responsibility of the employer; forcing an employee to purchase a work book form or an insert into it on their own is prohibited.

At the same time, the organization (IP) has the right, when filling out the form, to demand reimbursement of expenses from the employee, except in cases where it was necessary to create a new work record or insert due to the fault of the employer: incorrect execution, loss of documents due to force majeure.

Note: Reimbursement of costs for the purchase of forms is provided for by Resolution No. 225, but the employer may refuse to collect fees from employees; for this, this position must be enshrined in the local act of the enterprise (for example: in the Labor Regulations).

In order not to violate established deadlines making entries in employee work books, employers are recommended to have at least one copy of the work form and its insert in stock.

Accounting and storage of work books

The organization (IP) keeps records of new copies of work documents and inserts for them in a special one.

The responsible personnel officer receives forms from the accounting department based on a written request, and at the end of the month reports for the forms used and amounts received from employees.

In addition, the company is required to maintain a document in which information is entered not only about new forms, but also about all work. books kept by the employer.

Work books, as well as their inserts, are forms strict reporting, therefore, they must be stored in safes, metal cabinets or in other conditions that guarantee the safety of documents.

Books, inserts and documents not received by employees upon dismissal must be stored in the organization (IP) until required, and unclaimed ones - for 75 years.

Please note: The law does not prohibit the issuance of work books to employees, but the employer will be responsible for their safety.

Issuance of a work book upon dismissal

The work book is issued to the employee on the day of termination of the employment contract. If for any reason this is impossible to do (the employee did not show up to receive the book, refuses to receive it, etc.), the employer should send the citizen a written message about the need to appear for the document or agree to send the book by mail.

Thus, the employer will relieve itself of responsibility for the untimely issuance of the work permit.

Sometimes it is impossible to issue a work book to an employee on the day of dismissal. As a rule, this situation occurs when the day of dismissal does not coincide with the last working day: when dismissing an employee who is in maternity leave; when dismissing a truant who is absent from the workplace.

The original document is always located in the safe of the accounting department in the company where the specialist is currently employed. Therefore, if an employee needs to provide information from the work book to some third party organization, you will need to do it correctly according to the established strict pattern.

The work book reflects a set of information about a person related to previous employment in chronological order and the current job: the name (or full name, if the employer is an individual entrepreneur) of the company, who he works for, dates of employment at the enterprise and dismissal from it, job movements, awards, distinctions, and also applied penalties and violations. The content of the document has the greatest influence on the duration indicator. This number is used when calculating the pension. It is also necessary to take into account your cumulative experience when applying for a vacancy in the next company. The document is also used in other situations. For example, when applying to financial structure for issuing large loans, borrowings and mortgages.

Instructions for filling

Interested structures require copies of all pages of the work book. It doesn't matter whether there are any marks on them or not. The information contained on the title page is drawn up in accordance with the submitted paperwork regulations. The established wording about all operations in the professional life of the owner is written on the spreads. These include employment in a company, internal and external transfer between organizations and positions, as well as ending a career in a given company, or simply dismissal.

The law requires mandatory maintenance of these documents for all employees. Their compliance with the requirements affects the future fate of the employee after retirement age. Below are the general rules for entering events into work books.

The first page, also known as the title page, reflects general information about the owner of the document. Filling out is entrusted to the HR specialist of the company that opened the specialist’s career path - the first official work. It indicates your full name, date of birth, level of education received, and specialty. At the bottom of the page, the registered specialist and the person filling out the form are signed. The designer's stamp is affixed.

When an employee's data changes, appropriate adjustments are made. The old entry is crossed out with one thin line. It is important to do this carefully so that what was previously written is legible for reading. Updated information is written next to it. The reason why the data is corrected is indicated on the cover. For example, a certificate of marriage or divorce, which explains the change of surname. The education received is supplemented in the same way.

The text is written by hand. Capital letters are used. Ballpoint, gel or fountain pens are allowed. Pen color - any classically used for writing - blue, black. Other writing instruments are prohibited. are not accepted.

Upon admission to the organization

The full name of the organization is written in the top lines or a special stamp of the company is placed. If this is a division or branch, the clarification is indicated in the header. The line below in the left column contains the chronological number of the entry and its date. The number of the entry coincides with the number of employment, not the order. The reason is written on the right - the number and date of the order. The reason for recording is also indicated in the middle column - hiring.

For internal and external translation

There are several types of transfers: internal (within an organization without a change in management) and external (to another organization with a change in management). The employee's consent to carry out the procedure is required. In the fields of the document, data on orders from both places of work during an external transfer is entered - both from where they were fired and where they were hired.

Part-time and part-time work

Part-time employment does not need to be recorded in the Labor Record. But for the employee this is only an additional plus. Therefore, if the employer of the first job does not object, it is best to make a record. You will need to provide a certificate from extra space work and a certified order of appointment. The certificate states:

• details of the part-time employing organization;
• the vacancy that the employee filled;
• date of issue of the order on enrollment.

Having received the above documents, the main employer issues an order to the personnel department. It sets out the requirement to include additions and changes in main document employee. The director's requests are fulfilled in accordance with office records formats.

Awards and thanks

Our country provides for the possibility of incentives, awards and thanks to workers. A separate section in the documents is provided for these purposes. Its title is “Information about awards”. This section allows you to further prove not only your length of service, but also special marks, thereby increasing your value as an employee.

Dismissal of an employee from the organization

An employee can be dismissed on various grounds. In Russia, the following possible options are provided:

• at one’s own request (clause 3 of part 77 of the Labor Code of the Russian Federation);
• due to absenteeism and violations of internal discipline and the law (subparagraph “a”, paragraph 6, part 1, article 81 of the Labor Code of the Russian Federation);
• due to staff reduction (clause 2, part 1, article 81 of the Labor Code of the Russian Federation);
• due to the death of a worker (clause 6, part 1, article 83).

The registration is made on the employee's last working day. That is, if, after writing a letter of resignation, the employer requires you to work for another 2 weeks, the entry will be made on the date of the last working day of these two weeks. In some cases, an employee may challenge dismissal in court. If the court accepts the plaintiff’s side, an entry is made in the labor report about the invalidity of one of the previous formulations.

Change of organization details

In the course of business, a company can change its organizational and legal structure and name. During restructuring, information about the changes is also entered into the workers’ work book.

Nothing is placed in the columns with the serial number and date. In the middle field the previous and new names are written. On the right is the order, its number and date.

Invalid and missing entries

Erroneous entries can be canceled by making an adjustment entry. Entries missed for any reason can be made without observing chronology. This is not prohibited by law, but it is not encouraged either. The employee may later have controversial issues when applying for a pension. To make a missing entry, enter the current serial number and date in the appropriate columns. The central part contains the required actual date of the event and its content. On the right is the order.

Insert when filling out all sheets

The work book contains a finite number of pages. There are situations when it can end. This does not mean that the employee changed jobs inappropriately often. meets regularly. Don't panic, just start new document no need either. In this case, the employee purchases a special insert at kiosks or stationery stores. The company representative fills out the insert, guided by the documents provided by the employee. Only information that is valid at a given time is entered. All entered data is certified by the HR employee and the employee. The organization's seal is affixed.

Usually the addition is sewn into the end of the book. It is important not to damage the cover. Without the work book itself, the insert is invalid. If changes are made to the form after the insert has been hemmed, they are recorded in all parts. The legislation does not provide for a limitation on the number of inserts. There can be as many of them as necessary for accounting purposes.

Duplicate

No one is immune from the loss of documents. The work record book can also get lost (during a move, liquidation of an old company, etc.) or become damaged if the rules for archival storage of important documentation are not followed. The duplicate saves the situation. But who should issue it and how to recover all the data?

If the employee himself lost or damaged the document, forgot it or got into emergency, it must restore the contents on its own. You need to contact the last company that made an entry in the book.

Damage or loss of the book by the company entails the obligation to restore it on our own personnel service. They may request background information in the Pension Fund, Social Insurance Fund, at previous places of work, with the employee himself.

To be reinstated, it is necessary to provide all available data about past places of work: certificates, employment contracts, diplomas, certificates, orders. All data is sequentially entered into a new form. At the top of the title page you need to put the inscription “Duplicate”.

Other features of maintaining work books

There are some controversial issues regarding the maintenance of work records. For example, maintaining books of individual entrepreneurs, civil servants, making independent entries, stamps. The answers to these questions are below.

An individual entrepreneur does not keep a work book for himself. This is only possible when opening an LLC, where the founder also acts as the manager. It is also necessary to maintain this document if, in parallel with the individual entrepreneur, you are employed in another organization. It is in the personnel department of the official place of work that the labor record will be stored.

According to the law, individuals do not have the right to make changes to their own work book. All records must be made by the HR employee or other responsible persons of the organization, if not. Entries must be confirmed by signatures and seal. There is one exception - entering data on awards or thanks, if they were announced at the previous place of work, but were not included in the employment record before dismissal. A caveat is that you must have a supporting document on hand.

Organizations practice new way protection of documents from falsification - special holograms. They are accepted by law, but not mandatory. The organization is not obliged to paste it into the personnel work books. By the way, if such a practice is still present in the organization, there is no clear place in the labor policy for the hologram. But, like any of the most important information about the owner of the book, it is often pasted on the title spread.

If an organization works with a seal, then the presence of its imprint is mandatory on all documents that include places for printing. The labor document is stamped with the HR department. If there is none, then the corporate seal of the organization. According to the new laws of individual entrepreneurs and legal entities. persons have the right not to make a seal. In this case, there must be a signature stating that the organization carries out activities without using a company seal.

Certification of a copy of the work record book

When applying for a loan, it is important that the applicant is registered with the company for at least a certain period of time. Usually at least 6 months, depending on the amount, type and purpose of the loan received. That is, the work book at the time of registration is stored in the employer’s company. The employee has no right to pick it up, but can receive a certified copy in hand. Certification is usually carried out by the accounting department or human resources department. But you may need to register yourself. For example, if the organization is small.

The certified copy must contain several important elements: the seal of the organization, the signature and transcript of the responsible person, the phrase “the copy is correct,” and the date of certification. On the last page there should be the inscription “Currently working in this position.”

You need to photocopy all pages of the work report: both blank and completed. The elements described above are placed on each of them. The last page is designed a little differently. It needs to be photocopied; immediately below the last serial entry in the book, a phrase about the employee’s current employment is written in words, but legibly. Below is the signature of a HR employee, accountant or manager, full name and seal of the HR department or the organization as a whole. If the labor document contains inserts, they are also subject to certification.

Today, the employment record is the main document confirming the length of service and revealing the professional path of the employee. It is on the basis of this document that they look at the length of service, calculate compensation and other payments, record incentives and rewards with which the employer stimulates his employee for good faith performance job responsibilities.

What standards to follow

The procedure for maintaining, filling and storing is discussed in detail in the following documents:

1. The procedure for providing employers with work book forms and inserts in the work book, approved by Order of the Ministry of Finance of the Russian Federation dated December 22, 2003 No. 117n.

Registration procedure for employment

What information must be included in the work book?

General requirements

Requirements
Numbering of sections is continuous	Each entry has its own sequential number; violation of the sequence is considered an error and changes must be made.
Date format is fixed	Only Arabic numerals in the format day, month, year are allowed (05/12/2019 - correct, May 12, 2020 - incorrect).
By what means to deposit	Information is entered only with pens with black, purple or blue ink; the pen can only be ballpoint, gel or fountain pen.
Is the use of stamps and seals allowed?	Allowed when using a stamp with the name of the organization. In general, this issue is not regulated at the legal level, except in the case of issuing an insert in the labor report.
In what language is the information entered?	Official language— Russian, but in national republics It is allowed to make accompanying entries in your own language.
Deadlines for entering information	No later than 7 days after the start of work, and a work record is opened for each employee who has worked for more than five days.
How to introduce records	All employee records must be familiarized with a signature on a personal card, where the records are duplicated. The employee signs the document only upon dismissal.
How to fix errors	Depends on the section. On the title page, corrections are made through strikethroughs; in the “Information about the work” section, strikethroughs are prohibited; here the entry is considered invalid.

Title page

This includes the personal data of the owner of the work book:

• Full name;
• date of birth;
• information about education;
• profession;
• speciality.

All information is entered based on the documents provided by the employee. The instructions for maintaining work books for 2020 did not add any new information. Information from the employee's words is not included. After filling personnel worker who entered the information, signs and submits labor worker so that he can check if everything is entered correctly. If everything is correct, the employee signs. If errors or inaccuracies are made, the form must be destroyed. In this case, a new employment form will be created, but the employee will no longer pay anything for it, because the mistake was made by the employer.

Job details

This section provides information:

• about hiring;
• promotion;
• translations (permanent);
• assignment of ranks;
• about dismissal.

All information is entered in strict accordance with the wording specified in employment contract employee and the corresponding order. With each entry made about work activity, the employer is obliged to inform its owner about the transfer and dismissal against the signature on his personal card.

Information about awards

In essence, it is not much different from the previous section, but there are some nuances. This section contains information about the award:

• state awards;
• certificates of honor, badges, badges, diplomas;
• other types of incentives provided by a particular employer.

Information about cash bonuses, which are of a regular nature, is not included in this section.

General procedure for maintenance and storage

According to the rules, responsibility for the safety of employment forms lies with the employer. He also appoints an employee responsible for maintaining the forms (at least two, so that there is the possibility of replacement). Such a decision is formalized by order.

Order on maintaining work records, sample

Each organization for its own purposes must purchase clean documents. They can be 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 records and are stored in accordance with the rules.

To record TC, you need to keep two books:

• a receipt and expenditure book for accounting for TCs and inserts in them (maintained by the company’s accounting department). It contains information regarding the use of forms, indicating the series and number of each document;
• (she is led by personnel service). It records all documents accepted for storage from employees upon employment and dismissal, indicating the series and number.

Employee books and inserts should be kept in a safe in the Human Resources department to ensure their safety.

The technical documentation is kept by the manager until the day the employee meets. In some cases, a citizen for presentation to the Pension Fund or social protection authorities. The owner is responsible for its storage during this time.

Rules for issuing copies of work books

By general rule, upon a written application from the employee, the administration is obliged to make a copy of the work book and issue it to the employee within three days from the date of application. The copy is certified by a record, the seal of the organization (if any) and a signature with a transcript of the responsible personnel employee.