What is a work book, why is it needed and design features in 2022

Each of your places of work, as well as the duration of your stay in a specific position, are recorded in your work book. It is this document that will be discussed in this article. But before talking about the features of the design and content of the document, it is necessary to give a definition.

A work book is an official document containing information about places of work. In particular, the employer, period of tenure and reason for dismissal.

The importance of this document lies in the need for the employer to obtain complete and reliable information about the newly minted candidate for a specific position. The key to a successful interview is work experience and a positive work history. [contents]

Document appearance

This document has a standard format, the same for everyone. Externally, TC can be of two types:

• Size 10x14 cm - this indicates release in 1977.
• The size is 8.8x12.5 cm, which indicates a new model of 2003, approved by the Government Decree “On Labor Books”.

As a result, color differences may be present: gray, dark blue and dark green TCs.

Below is the appearance of the shopping mall, as well as the title page:

Russian legislation on work books

It should be noted that there is a separate Decree of the Government of the Russian Federation dated April 16, 2003 N 225 “On work books” (see the link www.consultant.ru), which regulates the general procedure for handling this document (the procedure for registration, rules for maintaining, as well as issuance after dismissal), as well as Art. 2-3 the shape of the TC and the insert in the TC are established.

In addition, the Labor Code of the Russian Federation determines the practical significance of the employment book. What is evidenced by Art. 63, art. 66, art. 77. (see link rulaws.ru)

The legislator separately highlighted instructions for filling out the document, which were approved by the Ministry of Labor of the Russian Federation on October 10, 2003, No. 69 (see link normativ.kontur.ru)

Series and number of TC

Each genuine work document, printed at Goznak and transferred through intermediaries to the employer, has identification numbers that allow it to be distinguished from others. Almost immediately after the form is produced, identifiers establish strict control over it and accompany it all the way to the owner:

1. As a result of the production of forms at Goznak, where series and numbers are controlled during production.
2. When transferring work forms and inserts to an intermediary by proxy, where the list contains the identifiers of each form.
3. When purchasing forms by the employer, during which the identifiers are also reflected in the list in the act of their acquisition and in the power of attorney under which they are acquired.
4. When entering forms into the accounting book, which is stored in the accounting department, as well as in the application, according to which the authorized person receives the TC form and their inserts.

An already completed book, which has become the property of the owner, can always be identified in the following cases:

• loss (read what to do if you lost your book - here);
• theft;
• fakes.

It can be identified by series and number, and its entire path along the chain of movement to the owner can be traced. These circumstances may be important when restoring the Labor Code or during legal proceedings, as well as in other cases that cannot always be foreseen.

When applying for a new place of work, the owner’s work book is registered in the labor register, where its series and number are also reflected. That is, practically no legal action is carried out without indicating the unique number and series of the book.

In essence, the identifier is the face of the book, as well as the citizen’s personal data entered into it.

Identification numbers and series are entered into the TC in a specific way:

1. In old books they are written in red paint and written on 10 pages: 1,5,9,13,17,21,25,29,33,37, repeating exactly.
2. In the new ones - on 11 pages: 1,3,9,15,19,23,27,31,33,37,39. Their series are made in black paint, and the numbers are red.

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.

New work books - about the introduction of additional protection measures

In 2008, a decree was issued that a hologram was also required.

This element is not mandatory: it is provided as an additional measure. It protects the interests of the employer, so the labor owner should not be concerned about where to put it.

The design of the holographic element is such that when you try to remove it, the page and information on it are destroyed. It is often affixed to the employer’s seal and signature on the title page.

The main changes affected the methods of protection, at the same time, filling out the work book is practically no different from the previous options, which will help to avoid confusion.

Issuance of a blank form (download in doc)

Following from paragraph 3 of Government Decree No. 225 (see link above), the organization must provide the employee with a blank form of the employment book of the established form. It follows that the company purchases this document at its own expense and issues it to a new employee in the following cases:

• if a citizen gets a job for the first time.
• if they previously lost their work book.

This is what a blank TC form looks like:

Important! The form cannot be used in work as a document, only for informational purposes.

Entering data into a document

Information about the new place of work is entered by a specialist from the HR department in accordance with clause 8 of Resolution of the Ministry of Labor of Russia No. 69 (see link above). The employee is only obliged to provide the necessary and reliable documents.

It should be noted that hiring an employee for a new position begins not with making an entry in his employment record book, but with issuing an order to conclude an employment contract. Subsequently, the number of this order will be recorded in the TC.

Important! The work book is not filled out by the individual himself, that is, by its owner. This is done exclusively by an authorized person of the employing organization.

The content of information about the employee includes:

• FULL NAME.
• Education.
• Date of Birth.
• Specialty awarded after graduation.
• Date of completion.
• Signature.

Reflection in the work book of information about the main job, part-time work, and remote work

The work record book is kept at the main place of work.

At the request of the employee, information about part-time work is entered

in the work book at the place of main work on the basis of a document confirming part-time work.

According to Part 6 of Art. 312.2 of the Labor Code of the Russian Federation, at the request of a remote worker, information about his work activity is entered by the employer into the work book of the remote worker

provided that it is provided to them, including by sending it by registered mail with notification (except for cases where, in accordance with the Labor Code of the Russian Federation or other federal law, a work book is not kept for the employee).

Documents required to fill out

As mentioned above, the work book is prepared by a specialist in the personnel department. To do this, you must provide a list of documents:

• Employee's passport.
• Document of higher or secondary education.

Based on these documents, a title page is filled out.

Sample of filling out the title page

There is no need to write an application for the issue of an employment book form, because it is issued according to the law, and not at the personal request of the employee. The exception when a statement is required is the situation when the previous document was lost.

The list above is exhaustive. An additional list of documents can be supplemented in the event of loss of technical documentation and the need to restore data about a previous place of work.

Electronic work book

Today, with the development of technology and the introduction of electronic technologies into our lives, the Ministry of Labor is developing a plan for electronic labor code. It is a database of labor activity of the population.

The content of information about the employee does not change and includes the same data as in the printed version.

Let us highlight the main distinctive features of the electronic work book:

• 
  Special databases are created to store information.

• A convenient interface is created to quickly search for information.
• authorized protection of all data.
• relationship with other government bodies (Pension Fund, social services).

You should also use a practical example to distinguish between TC in electronic and paper form:

• The electronic version involves storing information in a specific database without the need for a physical medium, while the paper version only requires the presence of the book itself.
• Information is maintained in an electronic book in printed form. Whereas on paper - exclusively in writing, by hand.
• Interaction with other government services is possible only through electronic TC.
• Process automation is also used exclusively electronically.

What is the significant advantage of an electronic document?
It is not subject to material wear and tear, as well as the possibility of being lost or stolen. The risk of illegal activities is also significantly reduced. It should be said that a plan for introducing electronic work books is currently being actively developed. However, no draft relevant regulations have yet been submitted for consideration.

Thus, a work book is an important and essential attribute confirming the work activity of citizens. Correctly filling out all sections helps the employer get an accurate picture of the new employee.

Correspondence of TK inserts to the years of their production

According to experienced personnel officers with extensive experience who have had the opportunity to work with old insert forms, their cover is much thinner, and so are the sheets. This fact made it much easier to sew the insert into the book (see here).

In addition, the forms have visible differences:

1. In the old inserts, the Coat of Arms of the USSR was located in the upper left corner, and in the new ones - the Coat of Arms of the Russian Federation.
2. Watermarks visible against light correspond to those applied to work books of the corresponding year of issue.

Unfortunately, irresponsible personnel officers, mainly in the 90s, committed serious violations in the preparation of inserts in the work book, which now affects the problems of citizens applying for pensions. Violations include:

1. Sheets from another work book sewn or pasted into the TC.
2. Regular sheets lined in the form of graphs.
3. Inserts made in a simple typographic way.

These and other violations create a precedent for the unsuitability of the Labor Code.

In such cases, the employer has to warn the employee that his labor must be replaced in part of the glued liner.