How to identify compliance of work books (LC) with the years of their issue: samples of LC of old and new samples

In 2022, a work book form will be used in the Russian Federation, approved. GD of the Russian Federation dated April 16, 2003 No. 225 (actual edition dated March 25, 2013). This Resolution also defines uniform Rules for their production, registration, and storage. The form of the insert (hereinafter abbreviated as VK) for it is, in fact, an analogue of the work book template (hereinafter abbreviated as TK). It includes the same sections as the standard work book form, but there are fewer pages in it.

Both forms (TK and VK) are produced according to the general standard, sample, approved. Order No. 117 of the Ministry of Finance of the Russian Federation dated December 22, 2003 and have the appropriate degree of protection. Links to approved standard samples of the labor document (LC) and the insert (VC) for it are given below in the table.

The production of forms is carried out by the Goznak Association of the Ministry of Finance of the Russian Federation. According to Order of the Ministry of Finance of the Russian Federation No. 117n dated December 22, 2003, labor and inserts are not issued free of charge. Employers purchase the required number of forms under the contract directly from manufacturers or distributors.

The standard labor form, which is currently used, contains the following details:

1. The coat of arms of the Russian Federation is golden in color and the inscription “Labor book” (on the front cover and title).
2. The series is printed in black and its number is in red (placed on every 4 pages of the unfolded sheet).

It is self-evident that today the series, like its number, are the constant attributes of a Russian-style work book. They allow you to find out its authenticity and the actual year of manufacture.

Historical information about the appearance of the “AT” and “ROS” series

It should be noted that work books, which were just beginning to be produced during the Soviet Union, did not have any details or protection at all.

The first standard forms were an ordinary purple “crust” with the coat of arms of the USSR. The document was made of leatherette in two versions: 40 pages (Russian version) and 48 (in Russian and in the language of one of the union republics). Interestingly, on Soviet forms:

• there are no watermarks;
• the title did not have a seal, the name of the organization, or the signature of the personnel officer;
• when filling out, only the employee’s year of birth was indicated, and the date was written in reverse (first - the year, and then the month with the date).

Over time, the form of labor has changed. At first they began to produce vinyl (calico) forms with a green cover, and after a while - cardboard ones in a pale blue color scheme. Starting in 1974, it first appeared with the AT series with the corresponding serial number. In total, 10 similar series were released (starting from 1974 and ending in 2003).

So, the series on work books of that time contained letters and an assigned serial number consisting of Roman numerals. For example, “AT-I”, “AT-II”, AT-III”, etc. to AT-X. The year of manufacture was not indicated anywhere, but it was possible to find out precisely by the serial number that followed the letters.

Thus, the AT-I series indicates the beginning of the year of manufacture (year of manufacture) - 1974 and its end - 1976. Further, the AT-II series has the beginning of the year of manufacture. falls on 1977, and the end - on 1979. For the AT-III series, the beginning of the year. - 1980, and the end - 1982. And so on in order of priority. The mentioned details were listed only on pages 1, 5, 9, 13, 17, 21, 25, 29, 33, 37.

Also, since 1975, a collective farmer’s work book, which has the “ROS” series, was developed and introduced for villagers. It was intended for those working citizens who were on the collective farm. Its form, for the most part, corresponded to the AT labor series. It differed only in the series (“ROS”) and the presence of sections. "Membership in a collective farm." It replaced the section with job information.

Old-style work books

Work books have a large number of differences, but they still have similarities. How many pages are there in an old-style work book? Each view contains 40 pages.

1938

Purple leatherette cover, 14.8 x 10.5 cm, 40 pages. The inscription and drawing are applied in black paint. No protective signs were used. The appearance of the first sheet of the work book is simple: there is no series and number, no coat of arms; to record information about birth, only the year of issue is indicated.

The employer's stamp and the signature of the HR employee were not affixed; data on work activity is filled out in the year, month, day format. It has been issued to workers and employees since 1939. Entries were made in two languages: Russian and the language of the republic. Almost no cases of forgery were recorded.

Sample of a work book form from 1938.

1973

Green binding is made of calico or made of blue cover paper, A6 format, 40 pages.
Historically, it was the books of the second type that were subject to counterfeiting much more often. The title page indicates the series and number of the book, the coat of arms of the USSR and the inscription “Labor book” are printed.

There is a place for the signature of the person filling it out, the personal signature of the owner and the official seal of the issuing organization. The date of birth began to be entered in full, with the month filled in in words.

Issued since 1974 to all workers and employees. Watermarks are provided: when held up to light, snake-like lines can be seen on each sheet. Filled out in Russian and the language of the republic. The last page is labeled “Goznak”.

Sample of a work book form from 1973.

1975 (collective farmer)

Green cover , size 14.8 x 10.5 cm, 40 pages - this document was issued only to rural residents who were members of a collective farm. The title page indicating the number and series, the coat of arms of the USSR is printed, there is the inscription “Collective farmer’s work book.”

Information about workdays worked, their minimum number and the established norm was entered into it annually. Accrued income was also indicated here (in amount or in natural products). Filled out in the language of the republic and Russian. There are watermarks - serpentine lines visible in the light.

Issued since 1975, continuation of this document is not recommended; a general work book is issued, which is maintained in parallel. The last page contains the inscription “Goznak”.

Sample form of a collective farmer's work book.

2003

Gray binding with silver lettering and double-headed eagle.
Issued to all employees of Russian companies, regardless of citizenship, and to employees of foreign companies with a permanent representative office in the Russian Federation. Size 88x125, which is smaller than all previous forms. Has 44 pages, issued and valid since January 2004. Increased degree of protection:

• The inscription “Work book”, which glows in ultraviolet light;
• Seam preventing the possibility of replacing sheets;
• The letters “TK”, visible in the light;
• Iris print.

What does the new work book form look like?

Series "TK" by year for the period from 2004 to 2022.

Separately, it should be noted that the series has also undergone changes. The new series, which replaced the “AT” after 2003, was developed according to the same analogy, i.e. letter combination + Roman numerals. Its appearance is directly related to the approval of work books of a new type and dates back to 2004.

The updated work book of 2004 has a hard cover, watermarks, iris printing, and distinctive stitching with a special thread called “Bicolor,” which indicates the highest level of protection. On its last page there is Fr. The presence of the listed identifying details indicates, first of all, that this is a real official document produced by Gosznak.

Labor forms of this time have a series that begins with the letter combination “TK”. So far, 6 such episodes have been released. All of them, together with the appropriate year of manufacture (YO), are systematized and displayed in the table.

To summarize, it is necessary to summarize that in 2022, employers use the latest sample forms, approved. Order No. 117n of the Ministry of Finance of the Russian Federation. They were assigned the TK-V series. Watermarks (“two-tone” TC symbols) are visible to the light and are placed randomly.

Description of the work book, sixth series (TK-VI).

Format 88x125 mm. There are 11 identical numbers in the book. They have security elements. The form is a book in a full-fabric edged binding, sewn with thread. Materials: – special paper for the endpaper with a density of 165 g/m2 containing 3 types of protective fibers; – paper for inner sheets with a density of 75 g/sq.m with a TK watermark with two types of protective fibers, has protection against exposure to chemical reagents; – the cover of the form is made of binding material on a fabric basis, gray. The inscription and image of the state emblem of the Russian Federation on the cover are stamped with golden foil. Offset printing method: inner sheets and endpaper – two non-rapport guilloche grids, one of them with iris; the text is made of metameric inks; all pages are printed with colorless ink that glows in UV rays. The seven-digit number is printed using high-quality red protective paint.

• The cost of a work book series TK VI is 200 rubles.
• The cost of the VT-II insert is 200 rubles.
• There are volume discounts.

Example 1. Series of work books of various samples with explanations

So, starting from 1974 to 2022. in practice, three series of labor were used: “AT”, “ROS” and “TK”. The following options can serve as an example.

"AT-III No. 9467191." These details belong to the labor sample 1973. Everything is printed in red, year of manufacture. 1980-1982.

"ROS No. 2382592". The specified details indicate that we are talking about the work book of a collective farmer. The series is printed in black, and the number is printed in red.

"TC No. 9714876." Details of the new labor sample, produced since 2004. Again, the series is black, and its number is red.

The details given as an example fully correspond to the originals used in terms of letters, numbers and colors.

Correspondence of series and numbers of work books by year of issue for old samples

Introduction of new TKO forms The main documents stating the regulations of the new type of TK, defining the principles of filling them out and working with them on the basis of new forms of management are:

1. Resolution of the PRF dated April 16, 2003 No. 225, which includes Rules for working with new types of technical equipment.
2. Resolution of the Ministry of Labor dated October 10, 2003 No. 69, containing Instructions for working with new labor standards.

The need to introduce new forms of forms has become ripe due to the fact that the Russian legal system has become stronger and has introduced new forms of recording labor activity, based on the provisions of the Labor Code of the Russian Federation and fundamentally new forms of management, radically different from the Soviet ones.

However, a decision was made to keep in use all accounting documents through which the labor activities of citizens are carried out and monitored.

What are the series of inserts?

Inserts for the work book first appeared in 1974. They were introduced by Decree of the All-Union Central Council of Trade Unions, Council of Ministers of the USSR No. 656 of 1973. Work books of that time had the “AT” series. 4 series of inserts were released for them. In particular, the following series were used: “AT-I” (1974-1980), “AT-II” (1981-1987), “AT-III” (1988-1994), “AT- IV" (1995-2003).

Since 2004, along with the development and approval of new labor models, inserts of the “VT” series, black in color, began to be used. It is also differentiated depending on the year, namely:

1. The "VT" series was used from 2004 to 2012.
2. Series “VT-I” - from 2013 to 2022.

Consequently, in 2022, labor forms have the “TK-V” series, and the inserts for them have the “VT-I” series. A serial number is also added to the liner series. It is printed in red. That is, the principle of its design is the same as the employment form.

For example, the series with the number “VT-I No. 5487655” of the insert corresponds to the labor sample, which is used in the current year 2022. What is characteristic is that his series is also made in black, and the number assigned to it is in red. Standardly, when registering it, a stamp with o. is affixed to the labor document.

Important! An insert without labor is considered invalid. If it is not sewn in, but simply inserted, pinned or attached with a paper clip, then it has no force and is also not recognized.

How to fill out the insert

Each insert in the book, like the original itself, has its own number and series, which must be indicated on the title page of the insert. It is worth recalling that the work book insert cannot exist as a separate document. It is not recognized as valid without the original. This auxiliary document is filled out in the same order as the labor document itself.

To make it easier for the employer or his authorized employee from the HR department to determine the year of issue of a particular work record book that an employee presents, every year new samples are released with different series.

Common mistakes associated with the use of work record forms of various series (samples)

Error 1. The inscription in the labor form of the latest sample, which is also used in 2022, “© VGA Gosznak.2003.B” means that this sample was approved and introduced at the legislative level in 2003. And it was after that, from 2004 The full-scale production of forms of the named sample began. Therefore, the statement that this inscription indicates the year of manufacture of the labor document is incorrect.

Error 2. The series, work book number and the year indicated in it must accurately correspond to the specific sample. If, for example, a labor document dates back to 2008, but its form actually refers to the old sample from 1973, then most likely this document is fake.

Results

Now you can compare the series of the employee’s work book and the year it began to be maintained. Let's say an employee brought you a work record that was issued to him in January 1990, but the book series is AT-VII instead of AT-VI. In this case, we recommend that you send a request to the Pension Fund or the labor inspectorate, since a discrepancy between the series of the work book and the year of its issue is a reason to invalidate the document.

Read our article about what other documents to request from an employee when applying for a job.
You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

Duplicate work book and its details

In case of loss of a work permit or for other justified reasons, a citizen has the right to apply in writing to the employer with a request to issue him a duplicate. The employer can satisfy this request only if the applicant is its employee or a dismissed person.

A duplicate is an authentic copy of the work, therefore, it must fully correspond to its original. There is no separate form for it. It is drawn up on a standard standard labor form of the latest sample, which will be used in 2022. Therefore, all the details that are set for this sample will automatically be assigned to it. This applies, first of all, to the “TK” series and its no.

So, for example, if a labor sample from 1973 (AT series) is lost, the applicant will be given a duplicate in 2022 that corresponds to the updated labor sample (TK series). A duplicate is drawn up in the general case according to the same rules as the labor document, but taking into account the features established by clause 7 of the Instructions for filling out, approved. By Order of the Ministry of Labor of the Russian Federation No. 69 of October 10, 2003.

That is, on the standard form the entry “Duplicate” must be made, then the title is filled out in the usual manner. Then, first, the total length of service confirmed by documents is indicated, and only then the remaining entries are entered in chronological order, etc.

How can an employer obtain a new form for issuing a work book for an employee?

Employers can obtain the necessary forms of work books on the basis of contractual relations with their direct manufacturer or official distributor for a fee. Work books made according to a single model can be distributed by organizations and/or individual entrepreneurs who are engaged by the official manufacturer of this product in order to distribute work books among employers (Order of the Ministry of Finance dated December 22, 20013 No. 117n).

Important! Work books produced outside the GOZNAK system are invalid; their use is a serious offense and faces criminal liability.

What methods are currently used to protect work record forms from counterfeiting?

Modern printing technologies make it possible to provide a sufficiently high level of protection of work record forms from counterfeiting. These are protection methods such as:

– for the production of forms, special paper is used, on which a watermark is written with the abbreviated name of the document “TK” - work book;

– protective fibers are embedded in special paper;

– a special print is used called “iris print”, which involves a gradual transition of colors;

– you cannot erase or correct a previously made entry on the pages;

– the pages of the work book are stitched with a special seam, which does not allow the sheets in it to be replaced (bicolor thread).

The most common mistakes made by personnel service employees when working with work books, according to inspectors of the state labor inspection

1. One of the mistakes made by HR employees is that there is no wax seal or seal on their record book.

All work books at the enterprise must be registered in a book specially designed for this (Resolution of the Government of the Russian Federation dated April 16, 2003 No. 225). According to current requirements, this book must be numbered, laced and certified by the signature of the head, sealed with a sealing wax. If the enterprise does not have a sealing wax seal, the work record book must be sealed. When filling, you should use devices that meet GOST 31282-2004. For example, these could be indicator control seals. They are disposable; when opened, a neat “opened” inscription appears.

When sealing, a certification must be drawn up containing information about the number of sheets stitched, then a signature, seal (if any), and date must be affixed.

A book that is already numbered, stitched and sealed is for sale to keep the necessary records of the availability and movement of work books. A ready-made book can be used by HR employees in their work. This will not be a violation.

Using a regular notebook, notepad, or recording work books in electronic accounting registers is currently unacceptable and is a gross violation.

Judicial practice on the issue of the absence of a seal on the work record book.

At one of the enterprises, during the inspection, a labor inspectorate officer noticed that the personal files of workers were stored in ordinary cabinets, there was no receipt and expenditure book in order to keep track of work record forms, and, in addition, it was not sealed or stapled with a sealing wax seal, a book for recording work records at a given enterprise.

For the detected violations, the organization was fined in the amount of 30,000 rubles, but the enterprise decided to appeal the penalties in court, since there was no agreement.

By a court decision, the inspector was found to be right and the fine remained in force (Decision of the Moscow City Court dated August 18, 2017 No. 7-9931/2017).

1. The next mistake made by personnel service employees is that the book in which work records were kept was certified by the signature of a personnel service employee.

The book in which work is carried out to record work records has the right to be certified only by the first person of the enterprise - its director. No other employee of the company has the right to certify this document with his signature. This is a gross violation and threatens the company with a fine.

Judicial practice on the issue of penalties in cases where the accounting book in which the movement of work books was noted was not certified by the signature of the head of the enterprise.

During an inspection of one of the enterprises, the inspector discovered the following:

– the work record book turned out to be not certified by the director’s signature;

– the enterprise does not have a book for organizing work to control the forms of valid work books;

– in the work book of one of the employees, a record that he was hired was included in the award pages.

The director of the enterprise was fined for violations and filed a lawsuit in connection with his disagreement with the inspector’s decision.

By decision of the court, the plaintiff was refused (Decision of the Ephraim Court of the Tula Region dated May 25, 2017 No. 12-27/2017).

1. Storing work records in regular cabinets.

To ensure the safety of employee work records and limit the ability of unauthorized persons to access them, they should be stored according to the rules for storing strict reporting documents. The employer is responsible for the safety of employees' work records.

Work records must be stored in special safes, separate rooms, and fireproof cabinets.

1. The enterprise does not have clean banks of work records.

The enterprise must have a certain number of blank work book forms and inserts in work books. Their number is determined based on the number of employees, the time required to deliver ordered forms, the characteristics of the organization’s activities, staff turnover, and the presence of branches and divisions.

It is recommended to record the calculated number of forms in the internal regulatory document of the enterprise.

1. Work record forms were purchased from stationery stores.

Purchasing forms of work books and inserts for them in stationery stores or kiosks is strictly prohibited, since only one association, Goznak, has the right to produce them.

To obtain the required number of work record forms, you should contact one of the legal distributors with an application on the company’s letterhead.

1. One of the most common mistakes is that the entries made in the work book do not correspond to the pages in content or are entered in the wrong columns of the work book, for example, an entry stating that an employee was hired was made in the section of the work book where information about the employee’s reward must be entered.

Everything that is written down in the work book must exactly correspond to the pages intended for this. In the event that an entry is made in error, it must be declared invalid and the personnel service employee must make the correct entry by entering it in the section of this work book corresponding to the action performed.

If the erroneous entry is not corrected, the inspector has the right to fine the organization during the inspection.

Judicial practice on the issue of penalties in cases where an entry in the work book is made in the wrong section.

One of the violations during the inspection by the inspector was that the HR employee made an entry about the employee’s transfer in the awards section. For this violation, the labor inspectorate issued a fine to the enterprise in the amount of 30,000 rubles.

The company appealed to the court with a request to replace the penalties with a warning, due to the fact that there had been no such violations before. According to the court decision, the inspectorate’s decision remained unchanged (decision of the Industrial District Court of Izhevsk dated May 11, 2017 No. 12-227/201).

1. Issue a work book to an employee without a written application on his behalf.

It is impossible to refuse an employee’s request for a work book to be issued to him. A work book can be handed over to an employee only after he has received a written application. The fact of issuing a work book must be reflected in the registration book.

Correspondence of TK inserts to the years of their production

Question No. 1: What standard forms of labor are considered valid in 2022 on the territory of the Russian Federation? Are their outdated models of the “AT” or “ROS” series used today, and which ones?

In the Russian Federation, four types of labor are recognized as “legal”, which were developed and used in their time. These are the forms that are approved. Resolutions of the Council of People's Commissars of the USSR No. 1320 dated December 20, 1938, further, the All-Union Central Council of Trade Unions of the USSR Council of Ministers No. 656 of September 6, 1973, as well as the USSR Council of Ministers No. 310 of April 21, 1975 and, accordingly, RF PP No. 225 of April 16, 2003.

That is, these are labor ones with the above-mentioned “AT”, “ROS” series and even their very first samples, which did not yet have any identification attributes or signs. In everyday life, they are differentiated and named by year: a form of the 1938 model, 1973, a collective farmer’s labor document of the 1975 model, and also a 2004 form.

It should be understood that the concept of “valid” in a given situation is relative. This does not mean at all that you can, relatively speaking, produce an old-style work book and come with it to get a job. These forms are outdated and are not issued to employees today. Therefore, during initial employment, when a person has not yet worked anywhere and for other reasons, they fill out an employment form, approved. PP No. 225.

Question No. 2: The labor standard of 2004 has expired, there is nowhere to make records of work. In this situation, is it possible to continue to record this information in the awards section, crossing out its title and indicating “Job Details” instead?

No you can not. Other actions such as filing regular sheets of paper on a form, drawing up a new work form, etc. are also not allowed. If the work section is completely filled out, there is only one way out of the situation - you need to start one and fill out an insert. Information about it (No., series) should be indicated on the title.

It is noteworthy that the legislation does not establish restrictions on the number of inserts that can be added to a labor

When preparing and filling them out, it is important to comply with all the requirements stipulated by the general procedure.

What does it look like and what is shown on the official work book form?

On the first page (cover) of the work book there is the coat of arms of the Russian Federation and the title of the document in capital letters “WORK BOOK”. On the next title page, in addition to data about a specific employee, there is the coat of arms of the Russian Federation and the corresponding entry. Every fourth page of the work book contains the number and series of this document.

You should know ! The series and document number are written in different colors: the series is written in black, while the document number is highlighted in red.