Sample of filling out the title page of a work book and new rules for filling out, Topic No. 506394

Where is the filling procedure stated?

To fill out the workbook correctly, we focus on:

• Art. 66 Labor Code of the Russian Federation;
• a new procedure for maintaining and storing work books, approved by Order of the Ministry of Labor No. 320n dated May 19, 2021.

IMPORTANT!

On September 1, new rules for working with work books from Order No. 320n of the Ministry of Labor came into force. From this moment on, Government Decree No. 225 of 04/16/2003, Ministry of Labor Decrees No. 50 of 06/24/1994, No. 69 of 10/10/2003, Ministry of Labor Order No. 588n of 10/31/2016 are no longer valid. The Ministry of Labor approved not only a new procedure for working with paper labor codes, which will be applied from September 1, 2021, but also a new book form (which will be introduced in 2023). The contents of the document remained the same, but department specialists changed the number of pages in the work book and in the insert to it. The new form will only be used from 01/01/2023.

Basic requirements for drawing up a work book

The general rules are established in articles and 84.1 of the Labor Code of the Russian Federation.
Details of these standards are contained in the order of the Ministry of Labor dated 05.19.21 No. 320n “On (see “From September 1, work books must be filled out according to the new rules: overview of the main changes”). This document approves the form of the work book, as well as the procedure for its maintenance and storage (hereinafter referred to as Procedure No. 320n). Compose HR documents using ready-made templates for free

We list the general requirements that need to be taken into account when filling out a work book.

Firstly, it is recommended to make all entries in pen. It can be ball, gel or feather. Blue, violet or black ink is acceptable. At the same time, they must be light-resistant (i.e., not fade over time), since the work book can serve the employee until retirement. An alternative option is to make entries using printers and other technical means, or by affixing stamps. It is also possible to combine options. For example, one part of the entry can be entered in the form of a stamp, and the other part of the same entry can be filled in manually (clause No. 320n of Order).

Secondly, abbreviations are unacceptable (for example, it is forbidden to write “order” instead of “order” or “direction” instead of “instruction”). When indicating the positions of employees and the abbreviated name of the organization, you can use abbreviations indicating the organizational and legal form (LLC, JSC, Federal State Unitary Enterprise, etc.).

Thirdly, uniform rules for reflecting dates have been established. The date and month are indicated in two-digit, and the year in four-digit Arabic numerals (for example, 10/24/2022). But there is an exception. On the title page, the date of filling out the work book is entered differently: the date and year are in Arabic numerals, and the month is in words. In a similar verbal and digital way, it is permissible to enter the employee’s date of birth. This is explained by the fact that the title page is not a section of the work book and the general rule for indicating dates does not apply to it.

Fourthly, in each section, records are numbered separately, using the continuous method (1, 2, 3, etc.). If all the pages of a section are completed, an insert is drawn up in which you need to continue numbering the corresponding section from the work book (clause and Order No. 320n).

Attention

Since 2022, employees have been given the right to refuse paper work books. In this case, information about work will be “accumulated” exclusively in the Pension Fund database. The employee will be able to receive extracts from this database, including through the employer. For more details, see “How to fill out the STD-R form and issue it to an employee” and “The employee refused the electronic work record: is the employer obliged to give him information on the STD-R form?”

If an employee decides to switch to an electronic work record book, the employer must give him the original paper work record. This must be done no later than three working days from the date of submission of the application to switch to the ETC. The procedure for making an entry in the work book for this case is described in paragraph of Procedure No. 320n. There is no need to keep a copy of the paper work book of an employee who has switched to the ETC in his personal file (see “Do I need to keep a copy of the paper work book if the employee has chosen an electronic one: response from Rostrud”).

Filling out the title page

In fact, the title page of the work book is its face; they look here first of all. This part is completed first.

We lay out the citizen’s documents in front of us and fill in the appropriate spaces with information. There is a stamp - we put it on. We remember the signatures of both sides! What is not clear - see the “Instructions for filling out”. This is what the title page of the work book looks like:

Rules for filling out the “Job Information” section

The section contains several spreads, divided into four columns:

1. Record number.
2. Date of entry.
3. Event details.
4. Reason for contribution. Most often this is an order from the employer.

What we do when a personnel event occurs is we fill out these columns based on the issued order. In column 3 we write what we are actually talking about: admission, transfer or dismissal. These are general rules. But there are nuances for different cases, specified in the filling instructions.

IMPORTANT!

In the new TC form, 14 spreads were allocated under the section “Information about work”. In the previous form there are only 10 of them.

Recruitment

Nuance 1

Before filling out information about a personnel event, in the “Work Information” section we indicate information about where this event occurred. That is, we enter the name of the organization. Full and short. Next, according to the general rules, we make an entry for employment. She is obliged to give a short answer to the question: when, where and with whom a person will work.

Nuance 2

The information entered must comply with the staffing schedule.

Nuance 3

If benefits are provided, the name of the position, specialty or profession of the employee must correspond to the name in the qualification directories.

Just “yesterday” for young professionals, the first time they went to work was the reason for the appearance of the first entry in the work book, with which their career began. It's a thing of the past now. Newcomers will be kept exclusively electronic documents.

But for those who get a job with a new employer, already have a paper document in their hands and do not want to switch to a new format of work, the paper book will have to be maintained according to the previous rules. A current example of filling out a work book is the “Work Information” section:

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.

Translation

During an internal transfer, an employee's position changes. For example, if he was promoted. But the organization and department remain the same. Fill it out like this:

If an employee is transferred to another department, this is indicated, and then it looks like this:

Part-time job

Information is filled in at the main place of business. But if a part-time employee wants, they make part-time entries for him if there is no main job.

Here the instructions are:

1. In the first column, as always, we put a serial number.
2. In the second, we fill in the date when the person was hired for additional work.
3. In the third we write about part-time admission. We indicate the department and position.
4. In the fourth we put the date and order number.

This is what it looks like:

Main settings

A problem that employers are afraid to face is a fake employment document. So, the original document has a distinctive feature - a watermark on each page.

• The old-style TC has a snake-shaped sign that can be seen in the light.
• The new model TK has a combination of the letters “TK”, which are also visible in the light.

The next difference between the old and new samples is the number of pages. There are 40 of them in the old shopping center, and 46 in the new one.

Samples

As a rule, there are three sections in the Labor Code and are completed:

• Information about the employee (full name, date of birth, place of residence - all information is filled out on the title page and supported by a seal).
• Work activity data. In particular, hiring, as well as transfer, dismissal and their reasons. Each entry must contain the name of the position, company and, of course, the date. The information provided is confirmed by the seal of the organization and the order number.
• Awards and achievements (separately records the fact of receiving an award for any achievement in the position held, supported by the date and number of the order).

Each entry has its own serial number. If one of the sections is completely filled out in the main work book, then a specialist from the HR department will draw up and paste in an insert.

It is worth noting a peculiarity in the design of dates: they are written exclusively in Arabic numerals. Writing rules:

• Year – XXXX.
• Month and day – XX.

As a result, we get that an employee hired on March 1, 2017 will have the following written in his work book: 03/1/2017

The language of completion is the official language of the country/republic.

Important! There is a separate requirement for the pen used to fill out the document: it must be a ballpoint pen of purple, blue or black color. Gel pens are not allowed!

In addition, there should be no abbreviations in the document; each word is written in full for accuracy of understanding.

You should also know the deadlines for obtaining a work book:

• After 5 days of the employee performing his immediate duties, the employer is obliged to enter the relevant information into the Labor Code.
• If an employee gets a job for the first time, the employer is given 7 days to issue a work book.

The validity period of the work book itself is not limited. The entire time the employee performs his job duties, the Labor Code is kept by the employer and is issued only after dismissal. However, government agencies or banks often require a copy of the Labor Code to confirm the citizen’s work activity. In this case, the validity periods apply:

• The general validity period of a copy of the TC is 1 month.
• The exception is a certified copy of the work book for the bank - the period in this case is limited to two weeks.

At the legislative level, the minimum age is also established when it is possible to issue a work book.

As a general rule, the document is issued by the employer after 5 days of the employee performing his job duties.

It is generally accepted that official employment is possible only after reaching the age of 18. But the Labor Code establishes that a teenager who has reached the age of 14 can get a job and, accordingly, issue a work book, but under the following conditions:

• written consent of one of the parents.
• work will not interfere with studies.

From the age of 15, a teenager can get a job independently, without special parental consent, but in a job that is recognized as easy.

From the age of 16, a citizen has the right to independently conclude an employment contract and, together with it, draw up a labor contract.

Dismissal

We enter data according to the same scheme. Here are the nuances:

• the information is certified by the signature of the responsible person and the seal of the organization (if any). Without them, the data risks causing suspicion and difficulties for the book owner in the future;
• when indicating the basis for dismissal, not only the paragraph of the article, but also its part is indicated (Article 84.1 of the Labor Code of the Russian Federation).

If you change employers frequently, sooner or later the “Information about work” section will end, and we will end up in the “Information about awards” section. You cannot enter job information here. What to do? Prepare an insert in the work book and continue making entries in it.

Read more: “Instructions: fill out the insert in the work book.”

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.

The procedure for filling out the section “Information about awards”

Let's scroll forward through the work book. Find the section “Information about awards”. The following instructions are:

1. In the central section, as in case of employment, we write the name of the organization.
2. In the appropriate places we indicate the entry number and the date of award.
3. In column 3 we write down who awarded the employee, for what and with what award.
4. The last point is to indicate the document - the basis for the award, date and number.

There are subtleties:

• No matter how much we would like to encourage an employee with a beautiful entry, we can do this only with an eye to the order of filling;
• upon dismissal, the information is certified by the responsible person and a seal (if available), below which the employee must sign.

IMPORTANT!

The number of spreads for information about incentives in the new TC form has been reduced to 7 pages.

The award details look like this:

Sample of the last entry when switching to the electronic version

In the paper work book, the last entry - about the transition to an electronic work book - is made strictly according to the following example 2020:

How to make corrections to records

There are 4 main reasons for making corrections to a book. All of them are clearly stated in the instructions for filling out. Here's how to do them correctly.

When changing your full name and dates of birth:

1. We request supporting documents.
2. Open the first page. Use a regular solid line to cross out the incorrect text.
3. Next we enter the correct one, focusing on the supporting papers.
4. On the left, on the cover itself, we write on the basis of which documents the corrections were made.
5. We confirm what is written.

When obtaining a new qualification, profession, specialty:

1. Open the first page.
2. We find what we need.
3. We don't cross out anything.
4. After the existing data we put a comma and add new ones.
5. On the left, on the cover itself, we write on the basis of which documents the corrections were made.
6. We confirm what is written.

The question often arises of how to fill out a work book when the name of an organization changes. Here the instructions are:

1. Open the last entry in the “Job Details” section.
2. In the central, third, column we write that the organization (indicate the previous name) has been renamed to (indicate the new name) from such and such a date.
3. In the appropriate place we indicate the reason for the renaming, date and number.

If there are errors in an employee’s work information, the instructions are as follows:

1. Open the desired page.
2. We find an error.
3. No strikethroughs!
4. We put the following serial number and the date of changes. In the central, third, section we write: “The entry for number such and such is invalid.” The following is the correct text.
5. We note the basis for the amendment.

Here's what it looks like in an example:

What are the rules when filling out

The title page of the work book is filled out on behalf of the employer. You need to know that the document should be drawn up when the employee has been accepted into the organizational structure and has worked for a week. It happens that the execution of a document raises questions and becomes prone to errors; blots and corrections are allowed in its content.

The human factor is to blame. The personnel officer could have been distracted, or he was distracted himself and therefore made inaccuracy. To avoid such situations, just use the following rules:

1. Decide what color of ink will be used to make entries. You can choose purple, black or blue.
2. Abbreviations of words should not be allowed when making entries. It is necessary to write in legible handwriting, taking into account the compactness of the letter.
3. The title page must include the employee's last name and initials in full context. This information is written in the passport or other identity document.
4. Birth information is clearly written in Arabic numerals; there should be no Roman numerals at all. The date and month are written in two digits, and information on the year of birth is written in four.
5. From the diploma of the educational institution, you need to fill out a line about the employee’s education. In the same place it is indicated what education.
6. Where the profession line is located, the employee’s specialty indicated in the diploma is written down.
7. On the title page at the bottom, space is reserved for the signature of its owner; the transcript of the signature, date and seal of the company are also indicated here.

How to fill out a duplicate

The order is:

1. We take a blank form.
2. On the top of the first page we write “Duplicate”.
3. We fill out the title page, having previously checked the relevance of the information.
4. Turn the sheet over and open pages 2-3. In the first lines of the third column we write down the employee’s total length of service at the time of employment in your organization.
5. Next, according to the general rules, we enter information about all periods of employment of the citizen.
6. Similarly, we enter data on awards in the required section.

There are also nuances here:

• We enter data into the duplicate exclusively from correctly certified supporting documents from previous employers laid out in front of us;
• We do not certify the information entered.

How to write about a profession

In this line, the entry must be made based on data from the certificate or diploma. Despite the entry being made, copies of education documents should be kept in the employee’s personal file.

Graduates of all institutions are assigned a qualification and specialty, which is stated in the certificate or diploma. It happens that a specialty without qualification is indicated, so this line can be left unfilled.

This event will not be considered a violation of the regulatory framework. The title is intentionally longer than the qualification titles. In this regard, the latter name is indicated more often.

If it is necessary to record the assignment of qualifications to an employee, then this information is also recorded on the title page. But at the same time, if the employee’s qualifications are not indicated, this will not be considered a violation.

How to certify a copy

The order is:

1. On the free margin of each sheet we put a stamp “Correct” or “Copy is correct.”
2. Next we mark the full name. and the position of the responsible official.
3. His signature is affixed here.
4. Below is the date.
5. All records are affixed with the organization's seal, if available.
6. The storage location of the original is indicated in a separate place.
7. In some cases, the following phrase is written and certified on the copy after the last entry: “The employee is currently working such and such.”

As you can see, nothing complicated. Look at the instructions for filling out more often, and the correct execution of the work book will not cause difficulties even for beginners!

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.