in 2022
in 2022 (form)
in 2022 (job details)
A work book is an important document, the pages of which contain information about a person’s employment throughout his life. The standard work book (LC) of the current sample contains ten page spreads for entering information about the work of its owner. Sometimes this volume is not enough to record all the data, and the use of pages intended for “information about awards” for this purpose is strictly prohibited. To continue records of employment history, a separate special insert is used, the form of which, until September 1, 2022, was regulated by the no longer in force Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books.” And from this date, the current form of the insert in the work book is contained in Appendix 1 to Order of the Ministry of Labor of Russia dated May 19, 2021 No. 320n. The rules from the resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 “On approval of the Instructions for filling out work books” have lost force.
IMPORTANT!
The old-style attachment consisted of 9 spreads for information about work and 8 for information about awards. The new sample document consists of 12 and 5 spreads, respectively.
Appendix 1 to Order of the Ministry of Labor of Russia dated May 19, 2021 No. 320n contains a new TD form, consisting of 14 spreads for entering information about work and 7 spreads for information about awards. But the new forms will come into force only from January 1, 2023 (Resolution of the Government of the Russian Federation dated July 24, 2021 No. 1250).
IMPORTANT!
Please note that old-style forms will not lose their legal force. This applies to both those already put into work and new ones that the employer has in stock (clause 3 of the Decree of the Government of the Russian Federation of July 24, 2021 No. 1250).
What does it look like
If you understand what an insert in a work book is, then this is an additional form for entering information about work, which is used when there are no blank pages in the main part of the Labor Code. Although in fact this is a continuation of the TC, the attachment has a separate series and number, is a document of strict accountability and is invalid without the main TC. If there is no space left for notes about the work on the insert pages, then use another one.
The employer who currently stores the employee’s labor code is required to purchase, record and fill out the new document. Subsequently, the cost of the form is deducted from the employee’s salary (with mandatory prior notification). Information about issued applications is recorded in the work book movement book, indicating their series and numbers.
Purchasing an insert form
Forms of inserts, as well as employment forms, can only be purchased by legal entities.
An employer is prohibited from:
- Receive a blank insert form from the employee.
- Demand from him a blank insert form.
Every specialist involved in personnel work must understand that insert forms, like employment forms, are a document of strict accountability. The insert can be purchased from intermediaries specializing in the sale of products manufactured by the State Sign of the Ministry of Finance of the Russian Federation, who have a special power of attorney for its sale, indicating the serial numbers of the books or inserts.
Such firms must have a license and certificate confirming the competence of the transactions they carry out. In other places, their acquisition can lead to serious problems, even raising the issue of forgery of labor documents.
Insert forms are purchased by the organization under an agreement with distribution companies. The person purchasing them from the organization must be provided with a power of attorney.
After their acquisition, the forms are stored in the accounting department or with the person authorized to maintain labor records. The accounting department, after entering the purchased forms into the register of the receipt and expenditure book, transfers them to work against the signature of the person keeping the labor records.
Each organization, when issuing an insert to an employee, relies on the Rules approved at the government level dated April 16, 2003 No. 225. The employer has the right to the following conditions for their issuance:
- Issue free of charge, taking the acquisition costs under your own responsibility, in accordance with clauses 44 and 48 of the Rules.
- By charging proportionate compensation not exceeding the cost of the form, based on clause 47.
If by the time the entry is made in the insert, the forms from product sellers have increased in price, the employer has the right to charge a fee only equal to that which was paid when purchasing this particular form. Inflating the cost indicated in the invoice for the purchase of the form will be a gross violation.
You can compensate part of the cost of the form, then the employee will pay its partial cost. But this moment needs to be formalized by a special order. If it is made public, it can become an interesting and not burdensome marketing ploy for the employer.
Sample title page design
The work book and the title page of the insert contain the same relevant information. In this matter, you must follow the official instructions. In the central part of the title there are several columns for recording the name, patronymic, and surname of the employee to whom the shopping center belongs. Below is the date of birth and specialization of the employee. Here, information about the employee’s place of study is specified or the education received is indicated, since education is (in some cases) the basis for hiring the employee for the corresponding position.
We will show a specific example - a sample of how to draw up an insert in a work book in 2022 in compliance with current rules.
The title page should be filled out carefully. Blots and corrections are not allowed; in case of an error, the form is considered damaged and destroyed. Since we are talking about strict reporting documents, the number of the damaged form must be recorded in the accounting journal.
IMPORTANT!
It is recommended to enter a record of the presence of the attachment, its series and number in the TC after sewing in the correctly completed tab. If the inscription was nevertheless made in advance and it is erroneous, then the information must be corrected.
The date of completion of the title page and the stamp of the employing organization (if any) must be included.
ConsultantPlus experts looked at how to reflect in accounting the operations of receiving and spending forms of work books and inserts for them. Use these instructions for free.
General filling procedure
There are no separately approved rules on how to draw up an insert in a work book: the main and additional documents look the same and are filled out according to the same requirements.
Entries on sheets continue the overall current numbering, and do not start from number 1. From the moment a tab appeared in the TC, entries are made only on its sheets.
All records are certified by the signature of the personnel officer and the seal of the employing organization, if available. Corrections are made according to the same rules as in the main document.
There are cases when, in order to continue making entries, a new work book form is pasted into the Labor Code. It is not right. A person has only one work book with a number and series, but the legislation does not allow him to get a new one or another to replace the expired one. To continue keeping records, you must use only the approved attachment form.
It is not allowed to hem or glue separate blank sheets of paper into the TC. To continue correct record keeping, you should use a blank tab form.
Sometimes, in order not to leave blank pages and not to sew in a cumbersome addition, personnel officers cross out the last word in the main form in the “Information about awards” section, replace it with the word “work” and continue keeping records. This is strictly prohibited. If the employee does not have any awards, then ten blank spreads remain on the Labor Code form, intended for entering “information about awards,” and records of work continue to be entered on the sheets of the enclosed book.
IMPORTANT!
For the convenience of owners and personnel officers, the procedure for filling out attachments in the Labor Code and storing both documents is contained on the last two sheets of the Labor Code.
Sewing: a step-by-step process
The question often arises of how to properly secure the addition. It has already been mentioned here about the prohibition of gluing it or fastening it with a stapler. It is assumed that each new attachment will be sewn into the main document using thread and a needle or on a special machine. When carrying out the procedure, you can use white or black threads.
The following is a step-by-step guide for sewing in an extension using a needle and thread:
- Expand it to the last page before the cover.
- Open the insert in the middle so that you can pull the needle through.
- Use an awl to make the required number of holes and thread a needle and thread through them.
- Using a needle and thread, use a needle and thread to sew a new document to the cover of the existing one through the holes. You need to stitch just enough so that it holds tightly.
- Bring the threads to the middle of the liner, tie them tightly and cut off the excess.
Attention! Separating the insert from the cover is strictly prohibited. It must be filed together with the cover. Its absence may cause the application to be declared invalid.
Sample entry in the TC that an insert has been issued
Issues regarding the registration of investments are specified in clause 32 of Section VI of Appendix 2 to Order of the Ministry of Labor No. 320n. According to these rules, the TC indicates the presence of an attachment. For convenience, there is and is often used a small rectangular stamp in three lines “Insert issued. Series. Number". If there is no stamp, then it is allowed to write by hand using a ballpoint pen with blue or purple ink. The series and number of the document must be indicated. The inscription or stamp is placed on the title page (page 1) of the TC. If there is no space on the first page, then it is made on the title page of the first attachment (clause 33 of Section VI of Appendix 2 to Order of the Ministry of Labor No. 320n). Nothing should hide this mark, the record is noticeable and understandable, the information from the print is readable.
This is what a sample entry “a work book insert was issued” looks like, made by hand.
Sewing instructions
From September 1, 2022, it is not necessary to sew an insert into the TC. The procedure for maintaining and storing labor codes from Order of the Ministry of Labor No. 320n does not provide for such a need. But the insert without the main technical code is invalid, i.e. one is inseparable from the other. For high-quality and reliable fastening of forms in practice, the sewing method is still used.
IMPORTANT!
Please note that, despite the fact that there is no need to formally sew in attachments, the inspection authorities are scrupulous about the correct storage of TC. That is, documents filed before September 1, 2022 must be filed in accordance with all the rules.
The insert is inserted unfolded between the last page and the cover of the TC. There are no special regulations for the location of the tab. Using an awl, several through holes are made, through which the insert is attached to the main form with a thick thread. The ends of the thread are secured inside the binding with knots. There is no need to seal this structure with a paper seal, much less sealing wax.
This diagram is an example of how to sew an insert into a work book in 2022.
This is what a properly sewn liner looks like.
The TC can be supplemented with any number of inserts, as many as necessary to enter current information. Important note: all of them are sewn in the same form in which they were released from the printing house. You cannot tear off the paper cover from them.
ConsultantPlus experts analyzed whether the employee should pay for the insert or the organization is obliged to provide it for free. Use these instructions for free.
Electronic format of the work book
Note! In 2022, the transition to electronic work books began. All working citizens can choose the format independently.
In accordance with the law of December 16, 2019 No. 439-FZ, by the end of 2020, each employee had to submit an application on how to keep his work book - paper or electronic. If the first option is chosen or the application was not submitted for some reason, then in 2022 its Labor Code is maintained in paper form. However, the right to choose remains with the employee. If he writes an application to switch to an electronic format of the work report, the employer will stop maintaining it in paper form.
The Ministry of Labor explained the procedure for switching to electronic labor codes in a letter dated August 12, 2020 No. 14-2/OOG-12933. Each employer had to notify its employees about the possibility of switching to an electronic version of the document by October 31, 2022. If the employee chooses the second option, a paper Labor Code is issued to him within 3 working days. Before this, a record is made in it that the employee submitted to the employer an application for the transition to an electronic format of the work book.
The procedure for making an entry about an employee’s choice of an electronic work book is as follows:
- in column 1 - the serial number of the entry;
- in column 2 - the date of issue of the work book to the employee;
- in column 3 an entry is made: “A written application has been submitted to provide information about labor activity in accordance with Article 66.1 of the Labor Code of the Russian Federation”;
- Column 4 indicates the employee’s application, and also reflects the date and number of his registration.
Then information about work activity, including the fact of filing an application for the transition to an electronic labor code, is sent to the Pension Fund of the Russian Federation as part of the SZV-TD form. Deadline - no later than the 15th day of the month following the one in which the employee wrote an application to change the format of the book.
After switching to an electronic TC, the employee will no longer be able to return to maintaining it on paper.
Brief reminder
After a detailed review of all the rules, we will repeat the main ones.
Not allowed:
- Tear off the cover of the insert.
- Correct errors when initially filling out the title page.
- Paste the new TC form into the old book that has ended.
- Supplement the current technical documentation with separate blank sheets.
- Instead of using an insert, cross out the last word in the main form in the “Information about awards” section and change it to the word “work.”
It is important to remember that the work record book must be stored along with the attachment. Without it, the insert, even certified by signatures and seals, is invalid. From these documents, they learn about the work and skills of the owner. The numbering of records on the pages of the tab does not start anew, but continues what has already begun in the main document. It is allowed to make transfers for entries from the pages of the TC to the sewn-in sheet from the place where the entry breaks off.
Features of filling out a work book
When filling out a work book, it is important to consider the following features:
- Filling out the book begins with column 3, in which you must indicate the full and abbreviated name of the organization. Instead, it is permissible to put a stamp indicating the name. If an employee is hired by a branch, the name of the parent organization is indicated.
- After column 3, column 1 is filled in, which indicates the serial number of the entry. When making an entry, the order of continuous numbering must be observed. That is, if the previous entry was number 8, the next one will be number 9.
- In column 2, you must indicate the start date of work in accordance with the order.
- In column 3 (opposite the start date of work) it is necessary to indicate the position, specialty or profession, indicating the qualifications for which the employee was hired and the name of the department in which he will work.
- Column 4 indicates the date and number of the employment order.
