Is a stamp required in the work book when fired and hired in 2020?

Regulatory documents and acts

The legislator, through his articles, tries to regulate the issue of stamping, but, unfortunately, these articles are not grouped into one section, but are scattered across regulatory legal acts in the labor sphere.

Thus, the most important document that formalizes all labor relations and aspects relating to them, namely the labor code , does not contain a separate article devoted to the affixing of a seal.

The Labor Code contains several references to the fact that any entry in the labor record must be made properly, and what constitutes a proper image is the concern of other legislative acts.

The rules for maintaining and storing work books, developed specifically for personnel officers, explain a little the situation with the seal. Paragraph 35 talks about which seal should approve the entries in the work book.

Letter of the Ministry of Labor No. 69 dated October 10, 2003 in paragraph 2/2 tells us quite clearly how the seal is placed on the title page

All other information presented in this article is nothing more than the many years of experience gained by the personnel department employees, which has become a kind of rule for filling out work books.

HR staff have special instructions. Recently, a sample work book has appeared in them, where you can see the place for the correct stamp.

But there is no direct guidance on how to apply a stamp. We hope that in the near future the legislator will correct this misunderstanding, making life significantly easier for the citizens of our country and young employees of human resources departments in organizations.

FAQ

How to refuse printing?

Initially, you need to understand that all information about the seal is in the company’s Charter. Therefore, it is recommended to begin the procedure for canceling seals by making changes to it.

However, today the entire mechanism for refusing to put a stamp on a work book is still under development. Today, the Rules clearly state that information on the title pages, including information about dismissal, must be certified by a seal (in accordance with paragraph 2.2 of the Rules adopted by Government Resolution No. 69).

For this reason, many experts in this field say that the lack of printing today can still lead to considerable problems.

See the video for more details.

What should I do if the imprint contains incorrect organization details?

You can correct such an error by making an appropriate entry.

Example:

O.I. Buk decided to resign from Diagonal LLC. In the work book, a similar entry is indicated under number 6. An employee of the HR department accidentally stamped the seal of Parallel LLC.

How can I fix this?

The solution is simple:

In the first column, after the information under number 6, you must indicate the serial number 7, and in the second column, indicate the date the information was entered.
In the third column, entry No. 7 is made: “Information under number 6 is considered invalid.”
In this field you will need to enter the correct information, but without indicating the serial number.
Column 4 duplicates the date and number of the issued dismissal order.

Ultimately, the employee’s signature and the seal of the HR department with the corresponding imprint are affixed.

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Employment history

Why is a stamp placed on the TC?

The seal is of great importance, and any record certified by the stamp of the organization acquires legal force. Since the seal is with the employer, it means that the acts certified by it were examined directly by the employer and were approved by it.

Documents certified by a seal automatically become local regulations and are required to be read and followed.

Thus, the whole point of putting a seal in a work book is that the entry certified in this way is truthful and exists as a fact.

Stamps for work books

Records about transfers within the organization, part-time work, assignment of an additional profession, etc. do not need to be certified with a seal and signatures. Keep in mind that each entry made in the work book must be familiarized with its owner against the signature in his personal card in form No. T-2, in which the entry made in the work book is repeated (clause 12

Rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225). The form of the personal card was approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004.

No. 1. Ivan Shklovets Deputy Head of the Federal Service for Labor and Employment Sample order on the introduction of seals in the organization "Alpha" INN 7708123456, KPP 770801001, OKPO 98756423 full name of the organization, identification codes (TIN, KPP, OKPO) ORDER No. 6 on the introduction and use of wax press of the city

When and in what cases is a seal applied?

The seal must confirm any action in the work book. But newcomers - HR department employees - probably do not know all the features and cases when exactly a stamp should be affixed. Let's study this information together.

The stamp is placed when filling out the title page . If an employee who does not have seniority and experience and, therefore, has no work experience comes to the employer to get a job, he must ask the employee to issue him a new work book.

There is nothing unusual in this request, since it is the employee who is responsible for creating a work record book for the employee. The work book contains information about the employee, namely:

Name;
surname;
surname;
Date of Birth;
speciality;
place of study;
the level of education.

It is this information that is certified by the seal of the organization, that is, the authenticity of the information specified here is recognized. Is a stamp placed on the work book when applying for a job?

The stamp is placed on the employment record in the immediate employment form. Thus, the employment record is considered to have entered into legal force.

The record of the employee’s dismissal from his position is also Another case where a seal is used is a record of an internal or external transfer.

The seal takes place in the record of rewarding an employee or encouraging him. If the employee has improved his qualifications , a seal is also used to make an entry in the work book on a general basis.

And also in case of sewing in the liner .

Sample stamp in the work book:

Stamping in a work book in 2020

What should it be like?

If it is necessary to draw up a work book regarding the professional activity of an employee, the stamp must be placed on the first sheet in the place indicated for it - in the lower corner of the page.

A seal is placed on the other side of the document in a similar manner if changes are made or additional entries are made.

Employers put the main seal of their company. If you find a different seal, just contact the employer's HR department for an explanation - you may have to eliminate the error.

It is important to remember: not all information entered into the work book must be certified with a round seal.

It is placed exclusively:

if necessary, issue a title page or insert;
if it is necessary to make changes to the main page of the document or insert;
when providing additional information.

Which one is installed and when?

Let's take a closer look at which seal should be affixed and where in a given situation.

Entering data

The seal of the company or the HR department (there is no difference) is placed on the title page of the document if this is done for the first time.

The title page contains information about the owner of the work book:

full initials;
date of birth (in day/month/year format);
education information;
what profession did you get?

After entering all the information, the owner of the book must put his signature, which confirms the accuracy of the information specified.

Insert dispensing

There are often situations when all the pages of the work book are filled out. In this case, a special liner is formed.

It gains legal force only by a seal with the inscription “Insert issued”, where its series and number are indicated.

Issuing a copy of the book

When issuing a copy of the document, it is necessary to affix the company seal, as well as the signature of the direct employer.

Change information

The company's seal is placed in the work book if its owner has changed his last name, first name or patronymic, including other information.

In addition, previous information should be crossed out with a continuous line and new information should be carefully indicated.

On documents (work books), the responsible person must put his signature and seal.

Upon dismissal

When dismissing an employee at his own request or for any other reason, the document must be signed by the employer, as well as by the person responsible for issuing the book.

After this, the HR department employee puts the appropriate stamp.

There are often situations when the specified information about dismissal in the document is indicated, but not in full.

In this case, the HR department employees cancel the previous entry, add the missing information, and then certify it with the seal of the HR department.

It is important to remember: the seal should be affixed only in case of dismissal of an employee. If a worker is transferred to another position or hired, is awarded - affixing a seal is a direct violation of the legislation of the Russian Federation.

What should it be like?

An organization can have from one to five stamps, which are used depending on their intended purpose.

But the most common types of seals are the general seal of the organization and the seal for documents . The latter, as a rule, is located by the personnel department employees. They are the ones who put this stamp on all incoming and outgoing documentation.

The general seal of the organization is usually kept by the employer. Only he puts it on all kinds of documents and forms that have official significance or are local regulations.

Many people wonder what kind of seal an employee of the HR department should have, is it possible to put a stamp on documents in the work book?

The answer to this question is simple - the work book is an official document, which means that the seal that is placed on the form must be the general seal of the organization . Printing for documents in this case is not suitable for printing.

If by mistake a document stamp was placed in the work book, this is a serious mistake and the entry must be redone.

Certification of the dismissal record in the work book, subtleties and pitfalls

So, the personal signature in the work book upon dismissal of the person responsible for the Labor Code (let it be an accountant) will look like this: In the case of an individual entrepreneur, whom Article No. 66 of the Labor Code was obliged to personally make entries in the document described, the signature will look like this : A lot of controversy arises over the question of the possibility or impossibility of reducing the words “individual entrepreneur” to two letters “IP”.

622 (St. Petersburg, Leningrad region); ext. 342 (Federal number). It's fast and free!

The only variability allowed is as follows: Of course, the last example does not fully meet the requirements of clause No. 3.22 of the above-mentioned standard (there is no job title), but in fairness it is worth saying that the Labor Code Rules do not indicate strict compliance with GOST requirements. In addition, the work book itself, with a big stretch, can be classified as documentation of an organizational and administrative nature.

Where to put it?

The seal must have a clearly defined place on the pages of the work book. Depending on what information is included in the labor document, the location of the corresponding seal is determined.

If you need to put a stamp on the title page of the work book, you must first sign the employer. As a rule, the signature is placed in the lower right corner on the right side of the double-page spread. The signature is placed on top of the signature so that the signature is as much as possible in the center.

If we are talking about a form, then you need to put a stamp under the entry, preferably on the right side. The seal must be clear and not overlap the entry in the work book, thereby making reading the information problematic.

The employer's signature must be placed next to the seal. Thus, placing a seal is of decisive importance, because if you put it in the wrong place, it will either make it difficult to read the information from the work document and on the seal, or the distance between the seal and the record will be so large that it will be difficult to understand whether the seal refers to what is written in the work document or No.

That is why the personnel department pays so much attention to the place where the stamp is placed.

Problems are possible

Often, various types of problems arise when setting up a seal. The information on the stamp was printed poorly, the print ended up in the wrong place by mistake, and some others.

Also, HR department employees who use a large number of stamps often confuse the stamps, and I can put one that is completely unrelated to filling out the work report.

We will also talk about what to do in such situations further.

The work book has the wrong stamp

It happens that an employee of the HR department makes a mistake and puts a completely unnecessary stamp under the entry in the labor record. The first thing to do in such a situation is not to panic, but rather to calm down and ask for advice from senior colleagues or refer to the information in the instructions for HR department employees.

An incorrect seal should not be crossed out. You simply put the next serial number and write the following phrase: “Record No. 1 is not correct . This phrase can also be written a little differently, there are a lot of variations. The most important thing is the sense that what was written earlier is not correct and plausible information.

Next, you need to enter the next serial number and rewrite the entry in which the invalid stamp was made. Place the stamp that should have been used when recording originally.

That’s it, the correction of the error is completed and the work can easily be sent to your personal file. The main thing is not to forget to first make an entry in the book of movement and storage of labor records that a mistake was made, but was immediately corrected.

See below for a sample print correction:

What if the seal is hard to see and unreadable?

If the seal you put is not readable, don’t be upset. There is always a way out. If there is practically no impression left at the place where the stamp was placed, then simply put ink on the stamp and print it again. No one will notice that the production was secondary.

If, nevertheless, the information from the first seal is visible and it is not possible to put the second one in the labor document without dirt, do not worry.

Soak the seal in paint and place the seal next to the unreadable one . Making an imprint with an unreadable seal is not considered an error, so rewriting the record is not necessary.

An error occurred.

If the company has undergone reorganization or other structural changes, then you will need to obtain an additional certificate from them confirming this fact. If, when registering a work record, the company details were indicated incorrectly or an error was made in them, there are several options for solving the problem. If an incorrect seal was used, it is acceptable to place the correct mark next to it. If errors are made in the text, corrections are made and a stamp is placed next to them. However, in practice this is not enough, since such corrections may raise doubts among pension fund employees. To avoid problems, when making changes to a document, the enterprise issues a certificate stating that the specified employee has worked in this organization for a certain period of time. According to the rules for the preparation and maintenance of these documents, it is first necessary to make a record of the termination of the employment relationship, with references to an article of labor legislation, as well as an order of dismissal. After this, the personnel officer and the dismissed employee must sign the book. After this, the stamp is placed. It should be noted that if it is necessary to enter additional information into the labor report after the dismissal of a worker, this can be done

However, it is important to adhere to certain rules:

First, indicate the full details of your company.
After this, the necessary recording is made.
At the end the signature and seal of the organization is affixed.

In this form, the record will have the necessary legal force. Rules for affixing a stamp in a labor document It should be understood that the rules for affixing a stamp directly depend on where it is placed. In other words, the essence of the position will not change, but the main conclusion will be that the manager has the right to make appropriate entries in the Labor Code. The reality is different. Today, it is rare to find a manager who personally deals with the issues of work records of his subordinates. The only exceptions are representatives of small businesses.

To get out of this situation, a common option is to appoint a person responsible for all work with the TC by issuing an appropriate order, certified by the manager. Let us note that the employer has the right to appoint any of his employees responsible for this issue, but most often such powers fall on the shoulders of the personnel officer, accountant or secretary. We will separately consider the option when the employee responsible for working with the technical complex went on sick leave or is on vacation.