Instructions for filling out work books

Maintaining and storing work books: rules in the Russian Federation in 2021

A work book is a basic document that is filled with information about a specialist’s work experience over time.
According to the norms of the Labor Code of the Russian Federation, a newly hired employee who has retained a paper work book must give it to the company where he came to work (Article 65 of the Labor Code of the Russian Federation). The exception applies only to persons who are part-time workers. If a person applying for a job has not worked anywhere before (for example, a student after graduating from a university), then until 2021 the employer has created a work book for him. Currently, this is not necessary, since information about the newcomer’s work activity is maintained exclusively in electronic form. When maintaining such documents from 09/01/2021, the employing company must be guided by the rules of the Rules for maintaining and storing work books (approved by Order of the Ministry of Labor dated 05/19/2021 No. 320n, hereinafter referred to as the Rules).

New sample work books must be used from 01/01/2023. Whether it is necessary to exchange old workers for new ones and what to do with the old-style forms unused by 2023, read here.

The work book must contain information about all companies in which the specialist managed to work (as his main place of work) throughout his working life. At the same time, if an employee works part-time and wants information about his 2nd job to also be reflected in the work book, he has the right to apply to his main place of work with a corresponding request. It is important to remember that you need to contact your main employer, since it is he who keeps the specialist’s work book and has the right to make additions to it (clause 11 of the Rules).

Important! Entries about the hiring of a part-time worker, transfer and dismissal can be entered into the labor record not in chronological order. For example, if an employee asked to enter data on part-time work from an employer from whom he had already left, the current employer can make two entries in a row: about hiring and dismissal, regardless of when it was. You can also include the start of part-time work in the employment record if the employee began working part-time before an employment contract was concluded with him at his main place of work with this employer.

In the future, during the entire period of the employee’s work at the enterprise, the work book remains with the employer. However, this does not mean that it is stored unchanged. If during the work of a specialist there were any changes in his official position (transfer to another position, promotion, etc.) or if the employee was awarded any incentives (for example, awards), then the employer is obliged to reflect such facts in work book.

IMPORTANT! The work book reflects only information about incentives. If any penalties have taken place, they should not be recorded there. An exception is provided for only one case: when, as a result of misconduct, the employee was unilaterally dismissed. The employer is obliged to reflect this fact (clause 5 of the Rules).

If a specialist joining a company has lost his work book, the company will have to create a new one for him, that is, issue a duplicate.

In order to ensure correct accounting of the work books available at the enterprise, the company must keep books (clause 39 of the Rules):

accounting of work book forms and inserts in it;
accounting of work books and inserts in them.

From 09/01/2021, the employer can develop the forms of these books independently (clause 40 of the Rules).

Is it necessary to have time to approve new journals and switch to them by September 1, and what to do with old books that have not yet been completed? Rostrud answered this question. See the department's response in ConsultantPlus. Trial access to the system can be obtained for free.

Upon dismissal, the employee receives his work book back. If he did not receive it back when leaving the company, then the company keeps such a book further in accordance with the rules of archiving (clause 43 of the Rules).

Features of dismissal records

The case of leaving the main place of work is entered into the work book as a separate event. The rules for filling out and storing work books oblige the main employer to enter the necessary data regarding the reason for dismissal. In this case, all four columns are also filled out. About the grounds for dismissal - the third.

The most important thing here is the exact basis for dismissal in accordance with the specific norm of the Labor Code. Basically, this is Article 77 of the Labor Code of the Russian Federation and some other norms.

If the reason for leaving the company was due to valid events for which, by law, a person can count on support from the state, then this is also reflected in the book (for example, dismissal to look after a child).

How to fill out a work book correctly: general requirements

The procedure for storing and maintaining work books for 2022 also establishes the rules for filling them out correctly.

Thus, entries in the work book must be in Russian. However, if where the organization operates (for example, in a national republic), in addition to Russian, another language is additionally accepted, then in the work book you can also make a duplicate record of the facts of the specialist’s biography in this language (clause 6 of the Rules).

It is necessary to ensure that certain technical and design requirements are met. Thus, all facts of the work history must be reflected in the book without any abbreviations, in a strict chronological sequence with continuous numbering, dates in all sections must be written in Arabic numerals (day and month - two digits, year - four digits). It is recommended to make entries carefully, using light-resistant ink (paste, paint, gel) in black, blue or purple and without any abbreviations. It is not allowed to write “pr.” instead of “order”, “order” instead of “order”, “trans.” instead of "translated". Also, records can be made in whole or in part using technical means by transferring dyes (printed) or in the form of a stamp (seal) (clause 3 of the Rules).

To understand how to correctly fill out a work book in various situations, use the selection of documents on work books from ConsultantPlus. Trial access to the system is provided free of charge.

Instructions on the procedure for maintaining work books: entering information about the employee himself

Information about the employee is entered into the work book by his first employer. But since from 2022 new work books can be exclusively electronic, in terms of paper work books, employers only have the obligation to keep information about the employee up to date. Here's what this information is:

Full name of the specialist, his date of birth;
education received (for example, higher education), qualifications assigned, specialization, etc.

All of the above information was entered into the employee’s book by his first employer, certified by the signatures of the employee (on page 1) and the company representative, as well as the employer’s seal, if available.

In the future, changes in information about the employee (for example, if the last name or education have changed) in the work book are also made by the employer, and a link to documents confirming the relevance of the newly entered information is required.

For a sample of making an entry in the work book starting from September 1, 2022 about a change in the employee’s surname and for a sample change (addition) in the work book of an entry about new education, profession, specialty, see ConsultantPlus. Trial access to the system can be obtained for free.

Insert design

If all blank pages of the work are completed, the subsequent information is entered on the insert form. It is sewn into the end of the document. And on the title page of the main book a stamp is placed indicating the issue of the insert, indicating its number and series. The cost of the insert is paid by the employee. The rules for filling out are the same as for the main labor document:

The insert is filled out by the employer.
The date is stamped on the title page.
Up-to-date information concerning the worker is added.
The entry is certified by the personal signature of the person completing it and a seal.

Instructions for maintaining work records 2022: entering information about the specialist’s place of work

If, as a general rule, information about an employee is entered into the work book once, and then only updated (if necessary), then information regarding his place of work can be entered not only when he leaves his previous company for a new job, but also more often.

So, let's start with the information that needs to be reflected in the book when applying for a job. Firstly, in the “Work Information” section you should indicate information about the employing company (name), as well as the date when the specialist began working there (clause 10 of the Rules).

NOTE! The basis for reflecting in the work book information about the company for which the employee came to work is the company’s order to hire such an employee. It is this document that must be referred to when making an entry.

In addition to information about the company itself, the work book should indicate what exactly the employee does in the company (what position he holds, what department/department he works in, etc.), i.e. information about the work is indicated.

IMPORTANT! Information about the employee’s direct work is entered into his work book based on the staffing table. Therefore, if the staffing table has been changed, then the corresponding changes must be reflected in the work book.

For more information about the form of the staffing table, see the article “Unified Form No. T-3 - Staffing Table (form)” .

Secondly, it is important for the company not to forget that if an employee’s official position changes (for example, he is assigned new production ranks or a second profession is added), then these facts must also be indicated in the work book.

A similar rule applies if the employee receives any rewards for the results of his work. This information is also reflected in the work book, but in the “Information about awarding” section.

If the company is the main employer of an employee who works part-time somewhere else, then you need to remember that such an employee may come with a request to make an entry in the work book about his part-time work. The main thing for an employee is not to forget the document confirming his part-time job (clause 11 of the Rules).

In addition to the above, it is important for any organization to know how to correctly reflect the departure of an employee from the company, since in this case it is also necessary to make a mark in his work book. Thus, a record of a specialist’s departure from a company must be dated from his last working day (clause 16 of the Rules).

IMPORTANT! It is imperative to indicate on what basis the employment contract was terminated ( without abbreviations! ). For example: “The employment contract was terminated at the initiative of the employee, paragraph 3 of Article 77 of the Labor Code of the Russian Federation.”

If an employee’s departure from the company is due to reasons that require the employee to receive certain benefits, then such reasons must be indicated in the employee’s dismissal record (for example, in connection with caring for a child under 14 years of age).

If an employee transfers to another permanent job, an entry about this is also made in his work book with reference to the company’s order for the transfer.

In addition, for a number of companies the acute question may arise of how to formalize the dismissal of employees in connection with the liquidation of the company. For more information, see the article “Dismissal procedure due to liquidation of an organization .

The legislative framework

The rules approved by Government Decree No. 225 dated April 16, 2003 explain and regulate the administration. They spell out general issues of the procedure for maintaining, storing, making changes, corrections, and issuing, including duplicate books.

The rules consist of eight sections:

General provisions.
Maintaining documents.
Making changes and corrections. Duplicate work book.
Issue upon dismissal.
Insert.
Accounting and storage.
Responsibility for maintaining procedures.
Production of forms and provision of them to employers.

The instructions approved by the Ministry of Labor on the procedure for filling out work books and inserts for them contain relevant instructions for each of the areas. The procedure for making entries in work books is established by Resolution of the Ministry of Labor dated October 10, 2003 No. 69, which contains seven sections.

General provisions

Entries should be made carefully, in black, blue or purple ink, without any abbreviations. For example, the surname, first name and patronymic must be written in full; writing a surname with initials is not allowed. Arabic numerals are used. Columns are filled in capital letters. There is only one exception: when the employee signs on the title page, he is allowed to write his full name in block letters to avoid confusion and possible questions.

Filling out employee information

When filling out the book for the first time, indicate the following information on the title page:

surname, name, patronymic of the employee;
full date of birth;
information about the education received;
specialist diploma (if available).

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

The section contains information on the basis of which documents and in what order information about the owner is entered, including when changes are made to personal data.

For example, changes in records of last name, first name and patronymic are made on the basis of a passport or other documents and with reference to their number and date. These changes are made on the first page (title page). The previous surname, first name or patronymic is crossed out with one line and new data is written down. Links to the relevant documents are made on the inside cover and certified by the signature of the employer or a specially authorized person and the seal of the organization (or the seal of the personnel service).

Filling out job information

In accordance with Article 66 of the Labor Code of the Russian Federation), the employer is obliged to keep records of work experience for each employee who has worked for more than five days, and when the work is the main one. The section describes the procedure and sequence for making entries about the function performed by the employee, about the assignment of ranks, classes or ranks.

For example, in column 3 of the “Work Information” section, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if available).

In the third column, a record is made of acceptance or appointment to a structural unit of the organization, indicating the specific name, position, specialty, profession, indicating qualifications, and in column 4 the date and number of the order (instruction) or other decision of the employer according to which the person was hired is entered. . Records of the name of a position, 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 names of these positions, specialties or professions and the qualification requirements for them must correspond to the names and requirements provided for in the relevant qualification directories.

When applying for a job, the book is filled out in the following order:

Column 1 - enter the serial number of the current record;
Column 2 - the date from which the employee was hired;
3 columns - full and abbreviated name of the employing organization, exact name of the position according to the staffing table, qualifications;
4 columns - number and date of the order for enrollment.

Filling out information about the award

According to the instructions for filling out work books, this section contains information about the titles, diplomas, certificates and other awards assigned to the employee, provided for by the legislation of the Russian Federation and the internal regulations of the organization. The following are required to be entered:

presentation of state awards;
awarding diplomas, certificates, insignia;
incentives prescribed in the Labor Code of the Russian Federation.

A corresponding entry indicating by whom, when and for what merits the employee was awarded is made in column 3 of the “Information on awards” section. The details of the base document are indicated in a special field.

Another type of award is “Gratitude”. It is entered into the document only if it is formalized by an appropriate order in the organization.

Filling out information about dismissal

Due to its importance and volume, the section contains not only detailed and specific explanations and rules for making entries about the reasons for termination of the owner’s contract. To do this, specific instructions are given for filling out work books 2022 with comments and examples. When a contract is terminated on the grounds provided for in Article 77 of the Labor Code of the Russian Federation (except for cases of termination of the contract at the initiative of the employer and due to circumstances beyond the control of the parties), a record of dismissal (termination of the employment contract) is made in the form with reference to the 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 at his own request, paragraph 3 of Article 77 of the Labor Code of the Russian Federation.”

Features of filling out information about dismissal (termination of 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)

When an employee moves from one position to another, a corresponding note is made in the work book. It is important to note that the transfer is recognized as legal only if there is the consent of the employee himself.

There are two types of transfers from one position to another:

internal - the employer remains the same;
external - the contract with the current employer is terminated and a new employment contract is concluded.

Also, the transfer can be permanent or temporary - when replacing a temporarily absent employee. In this case, in the third column:

when transferring externally, indicate the date and number of the order of dismissal from one organization (full name), the date and number of the order of enrollment in another organization (full name). Indication of positions is necessary in both cases;
when transferring internally, it is written as follows: “transferred to position” indicating it, the name of the department, if necessary.

Features of filling out a duplicate

In fact, the provisions of this section are divided into two subparagraphs: filling out a duplicate with the previous employer and filling out a duplicate if the employee worked for another employer before joining the organization.

The guidelines contain the form of the receipt and expenditure book for recording the forms of the work book and the inserts in it and the form of the book of accounting for the movement of work books and the inserts in them.

Results

The rules for maintaining work books with instructions for filling out work books in 2022 still require the employer company to reflect in the work book all the facts of the employee’s professional biography: hiring, change in official position, receiving awards, transfer to another job, dismissal, etc. etc. The employee should remember that his work book must contain up-to-date information about him.
Therefore, if, for example, his last name, education, etc. have changed, then he should contact the employer as soon as possible so that he reflects these changes in the work book. In addition, it is important for the company to comply with a number of requirements for the preparation of entries in work books (continuous numbering, language design, etc.). You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

Important nuances

If incorrect data or grammatical errors are entered, crossing out is unacceptable. In this case, this entry is considered invalid. This is what they write:

Entry No. ___ is invalid. Order dated ___ ________________ 20__.

A similar repetition should be made with a note that the data is correct and corresponds to reality

Please note that the rules for filling out work books oblige you to make adjustments in case of possible changes:

company name (including legal form);
type of printing (using different ones in one book is unacceptable!).

By the way, the latest change in the rules for maintaining work records affected the seals. From November 27, 2016, the obligation to affix a seal was finally abolished if the organization does not have one in principle.

For more information about this, see “Canceling stamps in work books.”

If the workday is over and there is no space left to fill, then there is no need to start a new one. You just need to sew in a new liner, which is then filled according to standard rules. A prerequisite is the sewing of the liner with any type of thread. He always looks like this:

Official registration of a work book is possible even before the employee reaches the age of majority.

According to the rules for storing work books, these are strict reporting forms. They need special supervision. A special register has been approved for this purpose. Get acquainted with it and.

And they need to be stored directly until the former employee himself or his close relatives take away his work record.