How the rules for maintaining work records will change from September 1, 2022

The rules for maintaining work books have been simplified

The Russian Ministry of Labor updated by order No. 320n dated May 19, 2021 the paper work book form and the procedure for its registration.
An updated instruction for filling out a work book was approved instead of the outdated one approved by Resolution of the Ministry of Labor No. 69 of October 10, 2003. The new rules came into effect on September 1, 2021. The form has become larger - the updated form has not 10 spreads, but as many as 14. The general content and sections have not changed.

There are significant innovations in the design rules:

1. Entries are allowed to be made using technical means, stamps (seals) that leave an impression or transfer dye.
2. Information about part-time work is allowed to be entered both in chronological order and in blocks, i.e., immediately about admission and about dismissal.
3. It was allowed not to certify the dismissal record with the employee’s signature.

The Ministry of Labor has decided not only how to create a work book, but also the deadline for returning the document to an employee who refused to keep a paper book - no later than 3 business days from the date of submission of the application. Until now, the Ministry of Labor has indicated in its clarifications that the document should be issued on the day the application for switching to electronic format is received.

ConsultantPlus experts discussed how to issue a new work record book. Use these instructions for free.

Who is responsible for the correct design

According to Art. 66 of the Labor Code of the Russian Federation, the work book has a prescribed form, mandatory for all working citizens, and is the main document on work activities. After entering the form, an entry into the work book about hiring is made in the organization where the person got a job.

Errors in the entries made on this form will interfere with the employee’s employment and registration of a pension. The inaccuracies are corrected by the employer who made them, or by the current employer, based on documents from the organization that made these errors. It is important to enter information into the document in accordance with established rules and avoid grammatical errors.

The employer is responsible for the maintenance and safety of the document; he is obliged to create it upon first employment. The manager has the right to fill it out himself or assign these powers by order to a HR specialist or other employee.

Confused about the new rules on work books? Use the free guide from ConsultantPlus to do everything right. Experts have discussed how to now work with paper and electronic versions.

What documents are needed to obtain?

In order to obtain a work book for the first time, you need to enter into an employment contract with the organization. You must also provide your passport and make photocopies of it.

Do not forget that upon the fact of your employment, an appropriate type of order must be issued. Only the presence of all of the above documents at once gives the right to a personnel department employee (employer) to open a work book for an employee.

Application for establishment

Many people believe that in order for an employee to be issued a work book for the first time, that is, to be brought into an organization, he needs to fill out an application. But this is far from true.

In fact, it is not necessary to draw up an application, but if the organization’s charter provides for this requirement as a mandatory requirement, you will have to comply with this circumstance.

Sample application for the issuance (registration) of a work book form when hired for the first time.

Rules for filling out a work book in 2022

The rules establish the following responsibilities of the employer:

• draw up an electronic Labor Code for the first employment (paper ones are no longer provided for those applying for a job for the first time);
• make entries within a strictly established period (5 days), and in case of dismissal - on the day of dismissal;
• use exact wording from the Labor Code of the Russian Federation or federal laws with reference to them if an entry is made in the work book about a transfer to another position or other entries;
• enter information about incentives for merit in work (state awards, titles, badges, diplomas);
• return the book to the owner upon dismissal on the last working day, and if the form has become unusable, issue a duplicate;
• certify the records with the signature of the responsible person, the seal of the organization (if any);
• notify the employee of the need to pick up the TC if for some reason the employee was unable to receive it on the day of dismissal (otherwise the employer will be held responsible for the delay in issuing);
• supplement the TC with an insert if the pages run out;
• keep mandatory records of the movement of books and inserts.

For violation of the procedure for maintaining, recording, storing and issuing forms, officials are liable under Art. 5.27 and art. 13.20 Code of Administrative Offenses of the Russian Federation.

The filling instructions contain the following rules for making entries:

• dates are entered in Arabic numerals in the format DD.MM.YYYY;
• use a fountain, gel or ballpoint pen in black, blue or purple, stamps (seals) or printing equipment;
• do not use abbreviations;
• do not cross out entries when correcting them (this does not apply to the title page), under the incorrect entry they write “Entry number __ is invalid”, and enter the correct one below;
• FULL NAME. write in full, without replacing with initials, date of birth - based on the passport;
• information about profession and education is indicated on the basis of relevant documents;
• The employee’s signature no longer necessarily has to certify the information.

Requirements for entries in the work book

Entries in the work book must be made carefully, using light-resistant black, blue or purple ink and without any abbreviations. It is not allowed to write “pr.” instead of “order”, “order” instead of “order”, “trans.” instead of "translated".

According to the new rules, which are in force from September 1, 2022, entries can be made in whole or in part using technical means by transferring dyes or in the form of a stamp (seal). That is, it is allowed to use stamps.

The serial number of the entry and the date must be written in Arabic numerals. The date and month are in double digits. Year - four digits).

Read in the berator “Practical Encyclopedia of an Accountant”

Registration of a work book when applying for a job

Filling out the title page

We draw up the title page especially carefully. Any blots or inaccuracies render the form unusable.

This page should contain the following information:

• FULL NAME. owner;
• date of his birth;
• education (secondary, specialized secondary, higher);
• name of the profession, as in the diploma;
• date of opening of the book;
• signature of the person filling out the form;
• seal of the organization (if any).

This page is filled out only on the basis of the documents provided by the employee: passport, SNILS, education document (usually a diploma), marriage certificate (divorce).

This is what a sample of filling out the title page of a work book looks like:

Section "Job Information"

Each page of this section consists of 4 columns:

1. Serial number of the current record.
2. Date of hiring, firing, awards and other events.
3. Information about the organization, job title and department. The facts of hiring, dismissal, and transfer to another position are also recorded here.
4. Confirmation of the entry made - the name, date and number of the order according to which the entry was made.

Information in this section is included within 5 working days from the date of issuance of the order for employment, transfer to another position, awards, incentives, etc. This is what a sample entry for admission in the work book in 2022 looks like:

The reorganization of the enterprise is reflected in this section of the work book. These records will help explain the different stamps upon hiring and dismissal, and the size of the employee’s future pension and other social benefits depends on the correct completion of the work book.

When transferring

The transition from one position to another is reflected in the “Job Information” section.

There are two types of translations:

• internal - an employee changes position while in the same organization;
• external - the employer changes, the previous contract is terminated, a new one is concluded.

When transferring internally, in the third column of the book they write “Transferred to position...” and indicate the new position and the name of the department, if it has changed.

When transferring externally, the number and date of the order for dismissal from one organization and the number and date of the order for employment in another organization are indicated. In both cases, we indicate the position of the employee.

When working part-time

Information about part-time work is also included here. The registration is made on the basis of documents provided from another organization, i.e. the employee brings a certificate to the main place of work, which must contain:

• full and abbreviated name of the organization;
• name of the employee's position;
• date of hire;
• organization details.

Along with the certificate, the employee submits an application written in free form and a certified copy of an order from another organization confirming that he has been hired. If these documents are completed correctly, the personnel officer of the enterprise, which is the main place of work, enters the information into the Labor Code.

An example of filling out a work book upon dismissal

This section of the book is filled out in the same way upon dismissal.

The third column indicates the grounds for dismissal, and the fourth contains the details of the order on the basis of which the contract was terminated.

These entries in the work book are certified with the seal (if any) and signature of the HR department employee. If the enterprise does not have a personnel department or someone responsible for preparing and maintaining work books, then this is done personally by the head of the organization.

Rules for filling out a work book

The first step is to design the title page. Which are indicated on the title page:

• Passport details.
• Received education.
• Specialty (educational information is taken from the documents that the employee provides when applying for a position).
• Date of completion.
• Signatures of the parties.
• Company seal.

The second stage is information about admission to the position.

Filling is carried out with one color of ink, and it does not matter - blue or black (you can even use purple).

All data is recorded in full. You can't shorten it.

It is a mandatory requirement to fill out pages with information about the company. Also, do not forget to put the filling number and record numbers.

The third stage - the employee responsible for filling out creates records of the achievements of the person hired for the position. We are talking about titles and awards that must be documented - an order, a diploma, or other paper. It is noted what the merit was awarded for and who made the award.

Important! The work book does not contain data on monetary incentives.

How to fill out the employee information page in the work book. Example.

• We write down the employee’s full name and date of birth. All information, including dates, is written without abbreviations. The basis is a passport.
• We record information about the employee’s education. An entry is made only if a person provides documents - an education diploma, certificate or other paper.
• When an employee provides papers confirming the incomplete educational process, you can also make an entry in the employment record based on them.
• When it comes to information about an employee’s professional experience, or his specialty, rewrite completely from the documents that he provided, without changing anything. Even if we are talking about additional courses to improve qualifications.
• After all the above steps, you need to familiarize the employee with the filling so that he checks the entries for errors and puts his own signature. The employee’s signature is equivalent to his agreement with the employment data. The last step will be to put the company seal.

How to fill out the job information page in a work book. Example.

This section contains the full name of the company that is hiring the employee. If the company has an abbreviated name, we also write it down.

Next, the responsible employee records the fact that the person was hired. It is also necessary to indicate the division or department into which the new employee is joining. And be sure to indicate his position in his full name.

After this, we enter information about the document that can confirm the employee’s hiring for the position. Specifically - the date and number of the document, title.

If an employee combines work or positions, this entry can also be made in the book, but not necessarily. And again, if you contribute, there must be a document confirming this. To complete everything correctly, we write the serial number of the entry, the entry itself indicating that the employee is appointed as a part-time worker. Then we write down the name of the structure, profession and qualification data.

Section "Information about awards"

Another section of the Labor Code that must be completed is the section on awards. This includes information about the following events:

• presentation of state awards, conferment of honorary titles;
• awarding diplomas, certificates, medals, orders, insignia;
• incentives specified in the Labor Code of the Russian Federation or in the internal regulations of the organization.

The section of the book is filled out similarly to the previous one:

• Column 1 - serial number of the entry;
• 2 columns - date of award;
• 3 columns - company name, position and type of award;
• 4 columns - details of the order on the basis of which the award took place.

Making corrections

Over time, the data specified in the work book changes. For example, a woman will get married and change her last name, or an employee will receive additional education. How to make changes to the book?

If there is a change in last name, first name, patronymic, then the existing entry is crossed out with one line, and new information is entered on the left. Its accuracy is confirmed by the name and number of the document that was the basis for the changes (for example, a marriage certificate). New data is certified by the signature of the responsible employee who made the correction, a transcript of the signature and the seal of the organization (if any).

When assigning a new classification in education, the existing entry is crossed out with one line, and a new one is written above.

When renaming an organization, corrections are made as follows:

1. Columns 1 and 2 remain empty.
2. Column 3 records the change in the name of the organization. The previous and new names are indicated in full and short form.
3. Column 4 contains the details of the document on the basis of which the name was changed.

If a mistake was made or an incorrect entry was made while filling out the work book, it cannot be crossed out.

After an incorrect entry, the number of the next one in order is placed. In column 2 the date of amendments is indicated. Column 3 indicates “Record No.... shall be considered invalid.” This must be followed by the correct entry.

There are two options for filling out column 4:

• re-indicate the date and number of the order that became the basis for the invalid entry;
• indicate the number and date of the order issued to make the corrections.

Other grounds for dismissal

As the Labor Code of the Russian Federation states, there are three most common types of grounds for separation from an employee: at the request of the employer, general, and due to circumstances beyond the will of the parties.

But, in addition to these grounds for dismissal, there are several additional ones. These include:

• declaring the enterprise bankrupt;
• making a decision by a legal entity to terminate an employment contract.

In these unpleasant cases, the work book must refer to the article

, not on

, and introduce formulations that correspond specifically to it.

Thus, before writing to the employment record of an employee about dismissal, it is advisable to check the Labor Code. All possible reasons for dismissal are indicated in it in different articles and described in detail. In order to save yourself and the person being fired from possible problems in the future, it is necessary to avoid mistakes and refer specifically to those articles that correspond to certain circumstances for parting with a former employee.

Liner

After all the blank pages of the Labor Code have been filled out, the data will be entered on an insert form, which the employee will additionally purchase. The insert is filled out by the employer in the same way as the labor document:

• the employee’s personal information is filled in;
• the date is entered;
• current information regarding the employee is filled in;
• records are certified by the signature and seal of the organization.

The form is sewn at the end of the completed work book. A stamp indicating the issue of the insert indicating its series and number is placed on the title page of the main document. If there is no space on the title page to make an entry about the issue of a subsequent insert, such an entry should be made on the title page of the first insert.

The number of inserts for one document is not established by law.

Like the TC, there are also separate requirements for the design of the insert:

• intact cover;
• error correction is unacceptable;
• the insert has no legal force without the labor itself;
• if changes are made to the labor document, they are included in each inserted form insert.

Where is it issued?

The work book can be issued to you for the very first time in the human resources department of the organization. Unfortunately, very often employees do not know this and fill out the newly purchased work report themselves.

This should not be done under any circumstances, so immediately contact either your employer or a HR employee for the correct registration.

How long does it take for an employer to keep a work record book?

The employer must open a work book for the newly hired employee within a week after both parties have signed the employment contract. The work book is provided to the employee for checking the entered data, as well as for signing.

After this, the book remains in the custody of the employer or an employee of the HR department until the employee finishes his work at the place of work.

Duplicate work book

A duplicate is issued if the work document is lost or damaged. If at this time the document was in the employee’s possession, then to restore it, you should contact the last employer. To obtain a duplicate, submit a corresponding application, which will be reviewed within no more than 15 days. Additionally, the employee will be asked for documents indicating his previous places of work.

In the new work report, on the title page, the inscription “Duplicate” is written at the top. Further filling occurs as standard. All information about previous places of work is indicated on the basis of documents provided by the employee.

If the loss or damage occurred due to the fault of the employer, then all work to restore the information falls on him.

Who fills out the work book, maintains and stores

Let us outline the main thesis - all responsibility for how the employee’s work book will be stored, maintained and filled out lies with the employer.

Another thing is that, by personal order or instruction, a manager can appoint a person responsible within his company. Then give a specific employee authority and delegate his responsibilities.

The same employee, appointed by the manager and given authority, receives the right to sign the document.

It turns out that responsibility lies with both the boss and the employee appointed by him.

Note: the order to appoint a responsible person will also be the subject of attention during inspection by government authorities.

How to certify a copy

There are often cases when an employee requires a copy of the employment document. To receive it, we write an application addressed to the employer. The application form is not established, but it is advisable to adhere to the established rules of execution:

• in the upper right corner of the sheet - data of the manager and employee;
• By ;
• further text (in our case this: “On the basis of Article 62 of the Labor Code of the Russian Federation, I ask you to give me a copy of the work book, certified in the prescribed manner”);
• date and signature.

After accepting the application, within three days the employer prepares and issues a certified copy to the employee.

IMPORTANT!

On July 1, 2018, the new GOST R 7.0.97-2016 “National Standard of the Russian Federation” came into force. System of standards on information, librarianship and publishing. Organizational and administrative documentation. Requirements for paperwork”, which made minor changes to the procedure for certifying a copy of a work record book.

To do everything right, follow the following algorithm:

1. Make one-sided copies of all completed sheets.
2. Number and stitch the sheets. On the back of the last sheet, fasten the ends of the threads with a paper sticker, on which to write how many sheets the copy made includes.
3. Certify each copied page (if they are not stapled into one file). This must be done by a person who is granted such a right by local regulations. If there is no such person, then the general director certifies the copies.
4. The person certifying the document writes “Correct”, indicates his position, signature with transcript and date. We put the seal of the organization (if any), but the law does not oblige us to do this.
5. Add one more entry regarding the original work report: “The original document is located in (name of organization) in file No. ___ for ___ year” (this is written when the employee needs a copy to provide it to a third-party organization).
6. Sometimes an employee asks to add the phrase “Currently working.” This is not prohibited by law (required, as a rule, for banks).

More details: how to properly certify a copy of a work document.