How to draw up an insert in a work book - sample

A work book is an important document, the pages of which contain information about a person’s work history throughout his life. A standard work book contains ten page spreads for entering information about the work path 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 recording the employment history, a separate special insert is used, the form of which is approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 “On work books,” and how to correctly fill out the insert for a work record can be found in Decree 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.”

Liner

In fact, it is a continuation of the work book, so you can use the main pages as an example of filling out the insert in the work book in 2020. The insert form has its own separate series and number and is a document of strict accountability, but cannot be valid without the main technical code. If you run out of space for notes on the work and on the insert pages, you can use another one. The employer, who stores the employee’s work book in real time, must purchase, record and fill out the insert. Subsequently, the cost of the form is deducted from the employee’s salary (with mandatory prior notification). Information about the inserts is entered into a special accounting journal stored in the personnel department, recording the unique number and series of the form.

How to sew in a liner correctly: step-by-step instructions

The legislator has not established clear requirements for the process of sewing in the liner. Let's look at the step-by-step instructions for document preparation used in practice.

Filling out the form (step 1)

The work book is stamped “Insert issued” . Usually the mark is made on the inside of the title page.

Sample entry “Insert issued”

The responsible employee enters the series and document number. Next, fill out the first page.

Recommendation! If the stamp is not made, it is allowed to enter information about the document with a ballpoint pen with blue or black ink. The employee writes “the insert has been issued”, puts the date and signature. Handwriting must be legible.

Preparing tools and documents (step 2)

Then the personnel worker prepares an awl, scissors, a needle, and black or white thread. The form is unfolded in the middle, the work book is on the last spread.

The process of preparing for sewing the liner

The HR department employee places one document on top of another and makes punctures with an awl along the folds.

Punctures in the work book and insert

Usually 4-5 holes are made.

Sewing the liner (step 3)

Finally, you need to carefully sew in the form. The thread is passed through the holes several times.

Sewing an insert into a work book

The threads are brought out in the middle, tied tightly into several knots, and the ends are cut off.

Not all HR employees know how to properly embed a document. Therefore, questions arise: where to sew the document, with what threads, can it be stapled or glued? Watch the video instructions for sewing in the liner.

Need to know! The law does not limit the maximum number of inserts. There may be several forms. They are sewn in one after another after filling the previous one. Each time it is marked with the details.

Making an entry in the accounting journals (step 4)

After completing the work, the HR specialist makes an entry in the receipt and expenditure book and the movement log. Magazines are numbered, stitched, threads glued, wax sealed or sealed. The head of the company certifies the seal with his signature.

Issuance of an insert in the work book, sample filling

It is enough to look at the title page of the main document to understand how to draw up a sample insert for a work book. The work record book and the title page of the insert must contain duplicate relevant information. The title page should be filled out carefully.

Marks and corrections are not allowed; in case of an error, the form is considered damaged and must be disposed of. Since inserts are strict reporting documents, the number of the damaged form must be recorded in the accounting journal. By the way, therefore, it is recommended to enter a record of the presence of the insert, its series and number in the work book after sewing in the correctly completed insert. If the inscription about the insert was nevertheless made in advance, then appropriate amendments must be made to it.

Subsequently, corrections on the insert sheets are made according to the same rules as in the main document. The main example of how to fill out an insert in a work book is the work book itself. The date of completion of the title page, which corresponds to the beginning of use of the insert, and the seal of the employing organization must be included. Entries on the sheets of the insert must continue the overall current numbering, and not start from number 1. From the moment the work book is supplemented with the insert, entries can only be made on its sheets. All records are certified by the signature of the personnel officer and the seal of the employing organization.

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 can only have one work record book with a number and series. The possibility of obtaining a new or other work book to replace the expired one is not provided for by law. To continue to maintain records, only a compliant insert form must be used. It is also not allowed to file or paste separate blank sheets of paper into the work book. To continue to keep correct records, you should use a blank insert containing nine full “job information” spreads.

Sometimes, in order not to leave blank pages and not to sew in a bulky insert, 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 did not have any awards, then ten blank spreads should remain in the work book form, intended for entering “information about awards,” and records of work should be continued on the corresponding sheets of the insert. It should be recalled that a summary of the rules for maintaining and storing work books, producing work book forms and providing them to employers is contained on the last two pages of the work book.

Common mistakes

Employers, HR departments and officials sometimes make common mistakes, such as:

• registration of a new book when the space in the previous one runs out instead of sewing the insert into the current document;
• using the free space of the work book in other sections (as a rule, making entries about a person’s work activity in the section on his awards);
• absence of a stamp in the book recording the fact of registration and issue of the insert.

The current rules and instructions for the preparation and maintenance of these labor documents, as well as a sample for filling out inserts, will help prevent these errors.

The situation is more complicated with special cases, when the solution to the issue is not obvious and does not directly stem from legal norms. For example, a common question in practice is how to fill out the insert in a work book regarding the section on the education of its owner.

During the work activity of an individual, he can repeatedly receive education and acquire specialties. Information about newly acquired education is entered into the labor record. Is there a need to include all of them in a newly started insert? All entries must be included in the insert. The basis for this position is the law’s indication of the need to maintain the insert according to the rules for maintaining the book itself.

Another typical mistake is an attempt to include information about the level of education in the insert in accordance with current standards. Now there is no such thing as primary vocational education. From the point of view of the law enforcement officer, information must be entered into the insert in the form in which it is indicated in the diploma, certificate or certificate of education.

The insert is only an attachment to the work book, its addition, and is not valid separately from it. It is drawn up and filled out in accordance with the rules for maintaining the book itself, taking into account the features established specifically in relation to the insert. Strict adherence to the requirements of the Rules of Maintenance and the relevant Instructions will allow you to avoid errors in filling it out.

Be sure to read it! Application for combining positions

If the entry on the issue of the insert is made incorrectly

Corrections and cross-outs are not allowed in work books. An incorrect entry cannot be corrected; only the incorrect entry can be replaced. To do this, an employee of the personnel department of the enterprise where the erroneous entry was made, after writing out its number, must write next to “The entry is incorrect” and below make the correct one. At the same time, these entries - both correct and erroneous - are entered into the book for recording the movement of labor books. The same goes for earbuds.

If an error was made directly on the title page of a new work book or insert, both correction and replacement are considered impermissible. In this case, the book or insert is subject to destruction and the subsequent issuance of a new form without reimbursement from the owner of the book. In this case, a serial number is cut out from the book or insert being recycled to document disposal. It is also necessary to make an appropriate entry in the work book movement book.

Recommended sequence

It would be correct if the personnel service employee fills out the insert form before sewing it in and puts a corresponding stamp in the work book about the issuance of this insert indicating its details.

Since erroneously entered entries cannot be corrected when filling out a new insert form, the responsible person will need to replace it with the same blank form. It is the employer's responsibility to pay the cost of such a damaged form.

A report should be drawn up regarding the damaged insert form, and the form itself must be destroyed. In this case, the HR specialist will have to remove this insert form from the work book, make a note about the invalidity of the stamp in the employee’s work book and affix a new stamp with the details of the new insert. It should be taken into account that there is no additional space provided for such corrections on the title page of the work book. And if the damaged form has already been registered in the book of accounting for the movement of work books and inserts in them, then appropriate corrections will have to be made to this book.

Therefore, those responsible for maintaining work records and inserts in them should remember that the insert is filled out first, and only then can it be sewn in, registered, and a stamp indicating its issuance affixed to the employee’s work book.

If the entry or part of it falls into another section

Often another mistake is made due to inattention. When the free lines in the section of the work book “}Information about work”} have run out, personnel service workers, turning the page, continue the entry they started already on the page “}Information about awards”}, without noticing that the section they need has already been completed. How, in this case, should a correction be made and how to correctly make an entry in the work book insert?

Clause 30 of Rules No. 225 on maintaining a work record book states that it is not allowed to correct an erroneous entry by crossing it out. It will be possible to change it only by making an entry in the work book about its invalidity and then making a correct entry.

If the work entry partially falls into the “Information about awards” section, then you will first need to number this part of it, enter the full and abbreviated name of the organization that is making the changes, and then put down the next serial number and invalidate the erroneous entry.

Let's consider the option when part of the employee's dismissal record ended up on the "Information about awards" page, and the HR specialist noticed this before he certified it with his signature and stamped it. In this case, you don’t have to add an erroneous entry, but start correcting it right away. For example:

Now in the insert in the required section you can make the correct entry, which will continue the previously made entries in the work book.

In our case, you should enter the unfinished part of the dismissal record in column No. 3 of the section of the insert “}Work Information”}, and then certify it with the signature of a human resources specialist and the seal of the organization. For example:

Last name change

Let’s say that the employee’s last name has changed, for example, the employee got married or divorced. Based on her application and the supporting documents provided by her, it is necessary to issue an appropriate order. Then the HR specialist must make changes not only to the employee’s work book, but also to the sewn and designed insert. To do this, on the title page of both documents, you should carefully cross out the previous surname with one line and write the new surname of the employee next to it.

Then, on the inside cover of the work book, you need to make a link to the document provided by the employee confirming the fact of changing his last name, certify it with the signature of a human resources specialist and affix the seal of the organization.

For example:

Why is it important to check the accuracy of the recording yourself?

Work in human resources departments, which from the outside seems not so important and significant, is actually a very responsible area. Each inspector involved in entering data into work books must be a bookworm and a bureaucrat, since the length of service of each employee depends on each entry. No one will be pleased if several months or years of work are lost due to sloppiness or incorrect recording by an inattentive personnel officer. And the person will subsequently have to write request after request, knock on the thresholds of various institutions where he has ever worked in order to receive confirmation of his uninterrupted work experience.

Registration of a pension is a very long and labor-intensive process. But in order for its amount to be a little more, all entries in the labor records must correspond to what actually happened. Therefore, every owner of the book in his working years cannot be indifferent to this most important document, which records his work activity.

When you are fired or when you move to a new job, you need to carefully review the existing entries in your work books. If anything is in doubt, you should immediately contact specialists: lawyers or experienced personnel officers, in order to immediately, without delay, eliminate any shortcomings or inaccuracies.

Sample design of an insert in a work book 2020. Title page

The work record book and the title page of the insert must 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 work book belongs. Below is the date of birth and specialization of the employee. The work book and, accordingly, the insert must contain information about the employee’s place of study or indicate the education received. Since education is (in some cases) the basis for hiring an employee for the corresponding position. The position fits into the columns of the “job information” sheets. As usual, on these pages of the insert the serial number of the entry is recorded (in the insert the numbering continues and does not start over), the date, as well as the order (with number and date) reflecting the employee’s hiring.

An insert in the work book was issued, a record, a sample, instructions for sewing in

The insert without the main work book is invalid.
For high-quality and reliable fastening of forms, the sewing method is used. The insert is inserted unfolded between the last page and the cover of the work book. There are no special regulations for the location of the liner. 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. The work book can be supplemented with any number of inserts, as many as needed to enter the necessary up-to-date information. For each title, the title page of the main Labor Code serves as a sample for filling out the insert in the work book for 2020 or any other year. Important note: all inserts are sewn in the same form in which they were released from the printing house. You cannot tear off the paper cover from them.

Entry about the insert in the work book: sample filling

The work book must also have an announcement about the presence of an insert. 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 insert must be indicated. The location of the inscription (stamp) is not clearly regulated, the main thing is that nothing should hide this mark, the record should be clear, and the information from the stamp should be readable.

Technological and legal nuances of sewing in the liner

The optimal placement of a sewn-in insert is the place between the last sheet of the work book and the back half of its cover. Exactly how the liner should be sewn in is not regulated by law. In practice, this procedure is carried out as follows:

• take a needle and thread;
• the insert is tightly applied to the book and sewn in 2 places at a small (2-3 cm) distance from each other.

The insert should be sewn into the book along with the accompanying cover.

As soon as the insert is sewn into the work book, this fact must be recorded in it. To do this, the personnel officer must affix the stamp “Insert Issued,” and then enter the series and number of the insert in the printed fields of this stamp.

The stamp, as a rule, is placed on the page of the book that is adjacent to the cover, or on the title page of the document, but on the condition that the entries on it are not distorted.

If the personnel officer does not have the “Insert Issued” stamp at his disposal, then an alternative may be to enter the corresponding phrase manually. The series and number of the insert are indicated just below.

Judicial practice confirms the legitimacy of this approach. Thus, in the ruling of the Moscow City Court dated October 12, 2010 No. 4g/7-8997/10 in case No. 2-4901/09, the concept of a record of the issuance of an insert is used.

If the personnel officer uses an alternative to stamping, all entries must be made in words. You should not draw elements corresponding to the structure of the stamp - its outline and lines - manually. Also, do not write in block letters the phrase “Insert issued”, the words “series” and “number”.

Next, you need to register information about the start of using the insert in a special accounting book, which is kept in the form approved by Appendix No. 3 to Resolution of the Ministry of Labor dated October 10, 2003 No. 69.

A sample of how to fill out an insert in a work book and make a record of its availability

After a detailed consideration of the rules on how a work book can be supplemented with an insert, it is worth reducing the above to a list of things to remember.

Not allowed:

1. Tear off the cover of the insert.
2. Correct errors when initially filling out the title page of the insert.
3. Paste the new work book form into the expired old book.
4. The current work book cannot be supplemented with separate blank sheets.
5. 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 book must be included with the insert. Without it, the insert itself, even certified by signatures and seals, is invalid. From these documents, as a whole, it will be possible to learn about the work and work skills of the owner. The numbering of entries on the pages of the insert does not start anew, but continues what has already begun in the main work book, which should be taken as a model on how to fill out the insert in the work book for 2020. It is allowed to make transfers for entries from the pages of the main work book to a sewn-in sheet from the place where the entry breaks off. The document must certainly be registered in the work record book, indicating its series and number.