Book of registration of movement of work books, sample filling

What is the purpose of the work record book?

According to the general procedure, when an employee comes to work, he gives his work book to the personnel department, where the employer makes a record of his employment.
If the specialist has not worked anywhere before, the employer himself creates a work book for him and, accordingly, fills it out. For more information on how to fill out a work book, see the article “Instructions for filling out work books .

The legislator obliges any employer to keep records of all books received by him (clause 40 of the rules for maintaining books, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225).

NOTE! Not only completed work books of working employees are subject to accounting, but also new forms intended for issuing work books in the future.

To carry out such accounting, a special internal journal of work records is provided, which is officially called the work record book.

To find out whether it is possible to issue a work book to an employee who is not planning to quit, read the material “Is it possible to issue a work book to an employee?”

Journal of movement and issuance of work books: rules for filling

Such a document must reflect all the facts of the movement of the book of each specialist.

Today there is a unified form of the labor record book, which you can download on our website. It was approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69. And the same document contains instructions for preparing work books.

A typical sample journal for the movement of work books consists of 13 columns, which should be filled out by the employer each time any book is moved.

In one of the columns the chronological number of the book being registered or its insert is entered.

NOTE! Both the work books themselves and the inserts for them are subject to registration under a separate serial number.

The next 3 columns (2, 3 and 4) are intended to reflect the date when the specific employee’s book was received by the employer. Therefore, here you should indicate the date of this employee’s hiring or, if a person came with no experience and the employer himself created a work book for him, the date of registration of a new book.

IMPORTANT! The date should be entered in numbers strictly in the format XX.XX.XXXX. That is, if, for example, the book was issued on November 29, 2019, then you need to indicate November 29, 2019. No “November 29” or “11/29/19” are allowed (clause 1.1 of instructions No. 69).

In the next column 5, the HR department employee must enter the employee’s full name, not just the last name with initials.

Column 6 is intended to record the series and number of the document being entered (a book or an insert for it).

Next, in column 7 it is necessary to reflect information about the position of the person who is the owner of the work book. In this case, the information entered must repeat verbatim the name of his position in accordance with the staffing table.

The structural unit (division, department, etc.) where the hired employee works is entered in column 8.

Column 9 is intended to reflect the details of the document that confirmed the employee’s entry into the company’s staff (hiring order).

In column 10, the employee of the personnel department who keeps records of the movement of books and received the book from a specific individual puts his signature.

If the employer has prepared and issued the book to an employee who does not have work experience, then he must fill out column 11, where he must enter the amount received from such an employee for issuing the book. A similar situation arises when issuing book inserts.

The person in charge makes the above entries each time a new specialist is hired.

If the employee decides to quit, then columns 12 and 13 of the work record book are filled in. In column 12, the personnel service records the date when the book was returned to the person who resigned, and in column 13, upon receipt, the employee himself signs directly.

For information on what needs to be written in the work book upon dismissal, see the article “Filling out a work book upon dismissal - sample” .

What if you came to an organization that did not keep a book recording the movement of work books and inserts in them? Do I need to start it and restore all records and how to do this? The answers to all these questions are in the ConsultantPlus system. Get a free trial and proceed to the Workbook Guide.

Nuances when filling out

Typically, HR officers do not have any difficulties in maintaining records. But there are points to remember:

the surname, name and patronymic of the employee must always be entered unchanged, no abbreviations are allowed;
if an employee is appointed to a new position, this information is not transferred;
in case of dismissal of an employee, enter the last day of work in column 12. But if the papers are sent to a former employee by mail, then the date of forwarding must be written down in the field, additionally attaching a notice of the need to appear for the book, the addressee’s consent to forwarding, and a shipping receipt;
if the person resigning does not appear in person to receive the documents, the signature field remains blank; if for some reason an employee refuses to receive a document, the details of the Certificate of Refusal to Apply, which is attached to the register, are entered here;
Column 10 is always filled in, but the next one, as a rule, never.
if it is necessary to correct any entry, the incorrect one is crossed out, and the correct wording is written below, all corrections must be “reported” on the inside cover, by analogy with making changes to the work itself; It indicates which entry number was corrected, the date and signature of the responsible person.
Entries must be made on each line. Only a completely completed journal is allowed to be archived. It must be stored for 75 years.

Labor record book: filling out

Consistently performing the algorithm described above, the personnel service can easily reflect in the book all the facts of the movement of employee work records.

You can fill out the accounting book and the movement of work books on our website.

Read about ways to correct errors made when maintaining a book in the material “The Ministry of Labor told how to correct an error in the work record book.”

Form of the act of transfer of work books

There is no single form that is required for the preparation of this document.
In this regard, organizations have the right to compose it in a free style. However, writing a new act every time is quite troublesome. Many companies develop a single template for these purposes. It is approved by management. Thus, if there is a need to draw up this act, it is enough to simply enter the necessary information into the existing form. It doesn't matter which option is selected, there should be important information here. You will need to provide complete information about the organization. All employees who have anything to do with work books and members of the commission are listed. They are the ones responsible for the transfer and execution of such a procedure. Information about the book is required. The act must mention additional inserts if they are attached to the labor document.

The size of the document depends on the amount of information entered. In most cases, all information is placed on one sheet. Although it is allowed to draw up a document that will have a larger number of sheets. In such a situation, they are stitched with a strong thread. The organization affixes a stamp near the fastener. Also here is a number corresponding to the number of sheets in this document. In addition, the date of preparation is written down, and the signatures of the commission members are affixed.

( Video : “How to organize the storage and accounting of work books - Elena A. Ponomareva”)

Particular attention should be paid to correct filling. There should be no typos here. If erroneous or false information is provided, responsible employees may face serious penalties. Of course, according to the law, there is a possibility of correcting errors. For example, if it is a simple typo, you can make a careful adjustment. Such a correction must be endorsed by a signature, with the note “believe the correction.” But even in this case, some questions and suspicions may arise here. You need to understand that any disagreements that arise will be resolved in court. And this act is necessarily subject to review and verification. Therefore, if you make a mistake, it is still recommended to use a new form.

When is the act of transferring work books drawn up?

An employment document is an important document for every employee. On its basis, pensions, benefits and other payments are calculated. Actions carried out with such a document must be formalized. In fact, this is the direct responsibility of the employer. If a controversial situation arises, it is he who will report to the employee when and where this document was transferred. An act is drawn up in the following cases:

A new employee is appointed to the position of the employee who was responsible for the books.
Reorganization changes of the company. This also includes situations in which one organization absorbs another.
Labor is transferred between different departments of the same company.

We can say that almost any movement of this document should be reflected in a special act. The only exceptions are those situations when books are issued to employees for a certain period of time.

Results

Maintaining a book of records and the movement of labor books does not require personnel officers to have in-depth knowledge of labor legislation. It is enough to follow a number of simple rules, including registration in the journal of all books, both received from employees and issued by the employer independently, compliance with the correct date format for records, indicating the employee’s position in full accordance with the staffing table, reflecting the owner’s full name books in their entirety, without any abbreviations.

Sources:

Decree of the Government of the Russian Federation of April 16, 2003 N 225
Resolution of the Ministry of Labor of Russia dated October 10, 2003 N 69

You can find more complete information on the topic in ConsultantPlus. Full and free access to the system for 2 days.

Sample of drawing up an act of acceptance and transfer of work books

How to draw up an act of acceptance and transfer of work books

There are situations when an enterprise has not developed an appropriate template.
In this case, it is enough to use an A4 sheet. All information can be entered either using a computer or with a regular ballpoint pen. The main thing to remember is that scanning autographs is not allowed when filling out any form. They must be “alive”. As for printing, there is no urgent need for it. Only one copy of this act is made. Sometimes you may encounter a situation where one of the commission members refuses to sign the act. As you might guess, he must have good reasons for this. For example, he believes that the document is filled out incorrectly and the information entered is false or unreliable. In this case, a corresponding note is made with the reason for the refusal. However, you need to understand that the director is interested in the correct execution of such an act, so he will do everything necessary to ensure that the transfer of work books, as well as the execution of the document, are carried out in accordance with the law.