Entry in the work book about employment: examples and samples of filling, design, procedure, rules

The work book stores all the information about the employee’s work activity and is used to determine the length of his work experience. The currently valid forms of work book and insert are established in the Post. No. 225 of April 16, 2003. How to correctly fill out a work book is indicated in Post. No. 69 of October 10, 2003. These resolutions contain discrepancies on some issues, which requires reference to the Labor Code and makes it even more difficult to draw up a work book.

Read about where to glue the hologram in the work book in this article https://otdelkadrov.online/4905-gde-v-trudovoi-knizhke-kleitsya-hologramma-ee-obrazets-naznachenie

This is especially true for private entrepreneurs who are forced to take on the responsibility of maintaining personnel records. The slightest deviation from the standards for filling out a work book leads to the invalidity of the information entered, as well as various errors made in the entries themselves. To eliminate the consequences, corrections are made to the relevant columns strictly according to the established pattern. In exceptional cases, the employee is issued a duplicate.

What it is?

The work book (LC) is the main document reflecting information about the work of an individual.

Provided when applying for a permanent job and reflects the characteristics of the owner in the status:

an employee of appropriate qualifications;
a specialist who has held relevant positions;
experienced or novice worker;
with or without disciplinary sanctions.

TC is a document of strict reporting , entries into which can only be made by an authorized person. Throughout the entire period of work in a company or organization, it is under the control of the employer, who is responsible for its storage.

It must be stored in a secluded place, in a fireproof cabinet, the keys to which can only be held by the employer and an authorized person and handed over to the owner upon proper registration.

A similar attitude towards Labor Code forms, which are issued for reporting, are stored in a place inaccessible to employees and are issued, if necessary, to new arrivals to work. They can also be issued to those whose work records have been lost.

It is noteworthy that persons are provided with Russian Federation work book forms only from the employer, who purchases them from licensed distributors. It is unacceptable to purchase the form yourself, as this may entail unpleasant legal consequences - the Russian Federation work book may be considered illegal.

Currently, only new Labor Code forms are used; they have the same year of publication - 2003. The labor forms themselves can be of two types.

Some of them are on letterhead from 1977. Both are relevant when hiring and for applying for pension benefits.

Reception and issuance of work books is carried out in the journal of the movement of work books and inserts for them. The receipt and issuance of labor forms and insert forms is recorded in the receipt and expenditure book.

In addition, inserts in the work book are documents of strict reporting. They are sewn into the document when the work book itself ends; the employer continues to enter information about the employee into them. The book for recording the movement of work books and inserts in them must be stitched and sealed. How to do this - read here.

How to make an entry in the work book about a transfer to another position: instructions

The transfer of an employee must be recorded in the work book of the relevant employee in an appropriate, and most importantly, legal manner. Unfortunately, many HR employees make a lot of mistakes and provide a colleague with a not entirely correct signature.

That is why today we will look at the procedure for making a transfer record in stages, calculating the various nuances and difficulties.

First of all, the HR department employee needs to make sure that the appropriate order has been issued. Next, you need to open the employee’s personal file and extract the employee’s work book from there. Now we proceed directly to filling out the document.

Open the spread of the work book, where the latest information about the citizen’s work was indicated.
Now indent the entry you made exactly one line
Enter an Arabic numeral that will correspond to the numbering on the page.
Only then start writing the date in the next column. The date must correspond to the day on which the transfer was recorded. The date should be written in the following format: 05/11/2015. Falsification of the number should not be allowed even for a day, because such behavior is punishable by an administrative fine in a fairly large amount.
Now let's start filling out the column that stores information about hiring. You do not need to re-write the name of the organization.
It is already quite clear that translation is possible only within one production. The entry is kept short and concise so as not to take up too many precious fields.
The entry looks like this: “Position transferred...”. Some personnel officers sometimes write reasons, for example: “Transferred to such and such a position due to a promotion.” This postscript is not at all mandatory and does not carry any useful information, which is why you should limit yourself to the first option.
The third column contains information about the date the order was issued for the organization, as well as its serial number. For example: “Order No. 123 of May 10, 2015.”

After this, the entry is certified by the seal of the organization and the signature of the manager.

At this point, the procedure for making an entry in the work book can be considered complete. It will become clearer when you look at the example.

Entry in the work book about transfer to another position - sample:

Read more about hiring and relevant employment records here. Now it’s worth talking about the nuances that accompany the process of making an entry in the labor record.

On what basis are such entries made?

As in other cases of making entries in a labor document, the basis for such actions is the issuance of an order. As a rule, an organization’s order to transfer an employee is issued a day or two before the immediate moment when information about the transfer will be entered into the work book.

The order has its own date and serial number . This information will be extremely important when entering data into the work book.

Also, do not forget that the order is issued directly by the head of the organization or his deputy.

Only they are vested with the authority to issue such local acts. The order is issued signed by the above persons and the seal of the organization.

All employees of a particular organization must be familiar with the order . Of course, this document can only be issued with the consent of the employee in respect of whom this document for transfer was prepared. Otherwise, neither the order nor the entry in the work book takes place.

Transfer to another position

A transfer to another position is almost always a positive dynamic in an employee’s career. As a rule, such a transfer foreshadows a promotion. Such a transfer is called internal because the employee moves only to positions within the organization.

In connection with such a transfer, personnel officers must remember a number of applicable rules for filling out the work book.

Firstly , you should not mention the name of the organization in the entry about the new position. It is already written a line above in the information about the old position.

Secondly , much attention should be paid to the name of the employee’s new position. Many people mistakenly confuse job titles, and the entry in the work book has to be crossed out.

Transfer to another position temporarily

A transfer to another position, including a temporary one, is possible as a result of replacing someone during illness, long-term leave or maternity leave. Or maybe the employer decided to give a long-time employee a trial period in a new place, and then, based on the results, decide on a transfer.

This translation is also considered internal . When filling out a work book, all of the above rules are taken into account. It is also necessary to remember that in the work information column you need to sign the word “temporarily”. Thus, the entry in the employment record will look like this: “Transferred to such and such position temporarily.”

Transfer to another structural unit

A transfer to another structural unit is considered external, since in the full sense of the word the geographical location of work changes. Of course, entries in the work book in this case are also modified. If the unit has changed its rank, then it must be indicated in the third column.

Further, if the position has not changed, but only the place of work has changed, then in the labor column the phrase is written: “Transferred to such and such a unit for such and such a position.” If your position has not changed, you simply rewrite the name of the old one, but if the name has changed, write the name of the new one exactly as indicated in the order.

Director's transfer

If the transfer concerns the director directly, then this fact should also be reflected in his work book.

If before this the citizen held another position at the enterprise, then it is necessary to deviate one line from the entry about it and, without mentioning the name of the organization again, write the following in the employment line: “ Transferred to the position of director .”

Do not forget that such an entry must necessarily be preceded by an order for the corresponding transfer, which must also be entered in the appropriate place in the labor report.

Record of temporary transfer

Let's imagine the situation. One of the employees went on two-month vacation or the employee went on maternity leave. These people performed their duties perfectly, but during their absence, someone else must fulfill their duties. The decision to transfer does not come immediately.

To begin with, one of the employees is offered to take on the work left unattended for a certain fee, since the vacancy will not be filled.

But if the employee does not want to perform tinder only for money , the employer can arrange a transfer, but only if the temporary position is preferable to the one in which the employee previously worked. Entering into the book information that this position is temporary is mandatory.

From temporary to permanent job

A transfer from a temporary job to a permanent one is also documented by a corresponding entry in the labor record. The question why is very easy to answer.

The fact is that now the employee, one might say, acquires a new, permanent position, which means he has every right to confirm this fact in the employment record. The entry is also made by analogy with the issued order for the organization.

The entry mentions the same position, but without the word temporary and translation. Thus, the new entry looks exactly the same as a regular job entry: “Hired for such and such a position on a permanent basis.”

Transfer from part-time workers to permanent employees

Transfer from part-time to permanent employees is also carried out by issuing an order and making an entry on the employment form.

Exactly one line is indented from the previous entry and an entry similar to the one made in the previous paragraph is made.

Of course, it would be possible not to write anything at all, because the employee already works in this position, but in fact the mention is that the position has become a permanent need for the employee in the event that he performs a labor function for another employer.

A permanent job in the past was much more prestigious than a temporary one.

When receiving education while working, a corresponding entry is also made about it in the labor record. Read about it here.

Dimensions and shape

The books have standard sizes and a clear rectangular shape. Because of this, an experienced employer will determine the genuine employment at first glance.

However, it must be taken into account that standard chassis have minor differences already in the cover. It can be gray cardboard, or it can be dark blue or dark green. However, not all of them are made of the same material. The reason is that there are two types of books, in particular (in centimeters):

TC produced in 1977 - 10x14 cm;
TC produced in 2003 - 8.8x12.5 cm.

To avoid counterfeiting of this product, each sheet is protected:

Old-style TCs have serpentine watermarks that are easily visible in the light.
The new type of books, held up to light, allows you to see watermarks in the form of the letters TK throughout the entire sheet format. In addition, they are provided with a lattice pattern that smoothly changes color towards the middle of the sheet.

Know how many pages are in the work book. Their number in the old ones is 40, and in the new ones – 46. The new samples are provided with a hologram.

Occasionally there are old-style work books that do not even have a seal on the title page.

These pre-war copies are also valid when calculating seniority. You almost never meet an employee who would come to an employer with such a book, but you need to keep them in mind.

You can see what it looks like below.

Instructions for filling

As a rule, filling out the title page of the work book is carried out by the employer. It is important to note that it must be issued no later than a week after the employee was hired by the organization.

There are often cases when the design of the very first page can raise many questions and cause a number of errors and blots.

There is nothing strange about this, since when performing this procedure the human factor is not excluded, and making mistakes when filling out documents is a common problem. To find answers to the main questions that arise during this process, it is easiest to familiarize yourself with the following recommendations:

First, you need to decide on the color of the ink that will be used to make entries in this document. They are allowed only in blue, violet and black ink.
Please note that entries are made without abbreviations. Therefore, all information must be provided in a compact but legible handwriting.
The title page, as a rule, indicates the last name, first name and patronymic of the owner of the work book.
They, as you might guess, must be identical to those indicated on the passport, driver’s license or military ID, and must also be written down in full.
You need to forget about the initials on the title page of the work book.
The date of birth is written only in Arabic numerals , no Roman numerals, much less words. Usually the day and month are written in two-digit numbers, and the year in four-digit numbers. An example entry is 01/01/1970.
The “education” line is filled in based on the data from the diploma or certificate possessed by the owner of the book. As a rule, either “higher education”, or “secondary vocational education”, or “secondary general education” is indicated here.
The line “Profession, specialty” indicates the specialty obtained, recorded in the diploma or other certificate of education.
At the very bottom of the title page there is space for the signature of the owner of the book , as well as its decoding and printing, either by the personnel department, or by the organization itself where he is employed.

The work book for individual entrepreneurs is filled out no less carefully. The title page of the work book - you can see a sample filling below:

Sections in TC

The book, as befits a document of this kind, begins with a title page on which the employee’s personal data is indicated. These include last name, first name, patronymic, information about education and qualifications.

Both the title page and the remaining sections must be formatted correctly and accurately. Inside it is provided with sections:

information about work;
information about incentives and awards.

Job details include:

Serial numbers of entries made corresponding to the hiring of citizens and their dismissal from work. Also numbered are records about the renaming of an organization, about internal personnel movements made to the owner of the book.
Date of hiring or dismissal, as well as transfer, promotion (demotion) in position, renaming of the enterprise.
Records of legal procedures related to a person's employment. Indicating the legal basis for the entry made, extracted from the Labor Code of the Russian Federation.
The order on the basis of which the entry was made.

Errors made when filling out are corrected in a special way, in accordance with the regulations.

You can see a sample work book below:

Order

Any entry that is made in the labor record, be it hiring, dismissal of an employee, award or transfer, must be accompanied by an order from the employer. The mark must appear no later than seven days from the date of writing the order, and when an employee is dismissed, the entry in the work book must appear on the same day.

Reductions are unacceptable, as some personnel workers often do. For example, you cannot write “p. 1 tsp. 1 tbsp. 77 of the Labor Code of the Russian Federation”, allowed – “clause 1 of part one of Article 77 of the Labor Code”.

The fourth column records the basis document: order number, date of issue.

Why and for what purpose do you need a work book: its purpose

When a citizen enters a job, during the interview they may request a work report, which in its own way characterizes his business qualities and reflects the idea of him as a competent and disciplined worker and vice versa. All this information is easy to obtain, since the specifics of dismissal for disciplinary action are reflected in the work information with a corresponding entry.

Despite the fact that some types of work do not require entering information about hiring and dismissal, such an entry must be made at the request of the employee. The employer does not have the right to refuse the applicant to make an entry in the labor code.

While a citizen works in an organization , its head, personnel officer or authorized person is responsible for storing this document. In this case, situations are likely in which TC will be required.

In this case, in order to avoid liability for its loss, a copy of the book is issued based on the work book. It fully reflects all information and copies it. If not all information available in the Labor Code is requested, but only part of it, the employer provides an extract.

If an employed person decides to undergo an interview at another organization, he has the right to use the extract. The extract is needed to confirm the citizen’s current place of work and selected information.

Upon completion of work and retirement, the employee is not obliged to resign immediately. But the original work document will need to be presented to the pension insurance fund to calculate the pension. That is, without presenting the Labor Code, a pension certificate will not be provided.

When receiving a foreign passport, a package of documents is also required, which contains a copy of the employment document. It is presented subject to the official employment of the citizen, relevant at the moment.

Based on the work record, authorized organizations determine whether a citizen traveling abroad has access to classified information, which can play a role when visiting some (or all) countries. If a person is not officially employed, sanctions may be imposed on him, on suspicion that the necessary information is being hidden. And checking their validity will require a lot of time.

In order to fill out and maintain a work book, the employer is obliged to request the following documents:

passport;
diploma of higher or secondary education;
certificates, diplomas of advanced training;
for those who served in the Armed Forces - a military ID.

Married women who have changed their last name must provide a marriage certificate.

Various reasons

There are many reasons for dismissal. Let's consider the main ones:

Retirement. In this case, the mark in the employment record is accompanied by voluntary dismissal.
Transfer to another company. Here, the labor document should indicate how the transfer occurs: at the initiative of the employee or with his consent.
Death of a citizen. In this case, a note about termination of the employment agreement must be made in the record.
Reduction.
Employee initiative. The most common reason for dismissal and the most common reason for dismissal is voluntary dismissal.
Agreement of the parties.
Expiration of the contract.
Liquidation of the organization.
Dismissal due to health reasons. In this case, it is necessary to consider on what basis the employment contract can be terminated. There may be several reasons:
refusal of an employee to transfer to another position due to medical indications;
assignment of a disability pension (at your own request).

The article below provides a sample entry in the employment record “Dismissal of one’s own free will.”

Validity

At every enterprise where a citizen works, his work book is included in personnel records from the moment the employment contract is filled out. According to the regulations, a record of employment must be made no later than the 5th day of work. Otherwise, the employer will face legal consequences.

Recently, the provision of technical documentation has become mandatory, including for individual entrepreneurs. It is mandatory to make entries in the Labor Code, including for managers of enterprises and founders of LLCs. The procedure for registering a work permit is somewhat more complicated , but the powers are broader. In principle, the manager has the right to make an entry in the Labor Code independently.

After dismissal, the document must be issued at the request of the person on the day the entry is made in the book. If this does not happen, no later than 3 days from the date of making the entry, the employer must provide the employee with a Labor Code on his own initiative. If he is absent from the workplace and refuses to contact, a notification must be sent by registered mail.

That is, the validity period begins from the moment you start work, and ends on the day of dismissal. The book of a dismissed employee at his previous place of work loses its legal force.

If the book has expired, it does not expire . You need to sew an insert into it. Subsequently, the insert will become part of the workbook, where entries will continue to be made.

General mandatory rules for making entries

Filling out the book is done with a black, purple or blue pen.
Dates are written in Arabic numerals: the day and month are two-digit, the year is four-digit.
All relevant information is entered in the state language of the Russian Federation – Russian. In accordance with paragraph 6 of the Rules, the state language of the republic, which is part of the Russian Federation, can additionally be used to reflect information. The last option is possible if the employer is located on the territory of a given republic.
All data, including the entry into the work book, is entered no later than a week after the relevant order is issued.
Information is entered in accordance with the text of the orders.
The notice of dismissal must be completed on the day of dismissal.
The employee must be familiar with each entry made in the work book under the signature on the personal card.

Sequence of entering information to work

Initially, in the third column of the “Work Information” section, you must enter the full and abbreviated name of the organization. The name must correspond to the existing constituent documents - charter, constituent agreement or regulations.

In practice, to facilitate the work of the personnel department, it is allowed to produce a special stamp containing the full and abbreviated name of the organization. In case of a sufficiently high staff turnover, an imprint of such a stamp can be made instead of a handwritten note. This filling method reduces the number of lines used if the name of the organization includes a large number of characters.

All subsequent entries must be made by hand only.

Under the name of the organization, the serial number of the entry is entered in the first column. To determine the serial number, you should refer to the number of the last recorded record at the previous place of work, as a rule, this is a record of dismissal.

For example, if the last serial number was 27 (record of dismissal), when hiring, the next serial number should be assigned -} 28.

After determining the serial number, the date the employee was hired is entered in the second column.

Entering the date of hire is an important point, since in the future the calculation of work experience is carried out according to the dates reflected in the second column. Incorrect entry of the specified date may result in an unreasonable reduction or increase in the insurance period. The specified algorithm for summing up the length of service is enshrined in the Rules for calculating and confirming the insurance experience (Resolution of the Government of the Russian Federation of July 24, 2002 No. 555).

Column three should display information about acceptance or appointment to a position, indicating the name of the structural unit of the organization, position, specialty or profession.

An entry about part-time work is entered into the work book by the personnel service at the main place of work, after providing a document that confirms the fact of part-time work (clause 20 of the Rules).

Please note that when entering information, any abbreviations are strictly prohibited and the name of the position or job must strictly correspond to the staffing table.

From what age is it issued?

The document can be created from the age when a teenager has the right to get a permanent (or other) place of work where he worked for more than 5 days, in accordance with the provisions of Art. 63 Labor Code of the Russian Federation .

According to Labor Law, this age is defined as reaching 14 years of age, when citizens become partially legally capable. But when applying for a job for a minor, a statement from the parents will be required that they do not object to his work activity, which can be carried out in his free time from school.

In this case, the employer shares its responsibility with them, and the parents also compensate for the costs of work forms that will be required to properly register the teenager for work. From the age of 15, a minor can find a job independently, but only to do light work.

From the age of 16, he has the right to enter into an employment contract and receive a work book. Experienced employers and personnel officers, in all cases of hiring persons under 18 years of age, require an application from parents. This allows them to avoid nagging from State Inspectorate inspectors, as well as to obtain insurance in case of unforeseen circumstances.

Basic rules for recording an employee's transfer

Before talking about the main nuances of transferring to another job, and most importantly about how to make the appropriate entry in the work book, you need to become familiar with the very concept of “transfer”.

You can find an explanation of this term in many textbooks on labor law, but it is better to refer to the original source. Thus, the labor code of our country sets out in detail information regarding what constitutes a translation. This definition is reflected in more detail in Article 72.1.

Transfer, according to general rules, is a permanent and, in some cases, temporary change in the employee’s immediate labor function, or rather the conditions in which it can be carried out.

A transfer can be a variety of actions, ranging from the transfer of an employee from position to position within an organization and ending with the transfer of an employee to another geographical area. Also, do not forget that the student can be awarded, about which a corresponding entry about the award is made in the work book.

The main rule for translation is legislative support . The transfer should be carried out only in accordance with the presence of a similar article in the labor code that would permit such an action.

Also, in order for an entry in the work book to meet the basic canons of filling out such documents, personnel officers must follow a number of very important rules.

The first of these is the knowledge that all information that is included in the work book must be formalized in the form of a local regulatory act, in other words, an order. In the absence of an order for relocation or transfer, the personnel officer simply does not have the right to enter data into the work book.

Returning to the order, the personnel officer must carefully read the text of the document . It is on the basis of what is written in the order that a compiled and condensed entry will be made in the labor report.

As a general rule, the dates included in the document must correspond to Arabic numerals. Filling out a work book with Roman numerals is prohibited.

Explanation in any language other than Russian is also prohibited. It is not so easy to cancel an entry in a work book, and an incorrect example of an entry in a work book about military service is canceled in court. Be careful.

Handwriting should be as neat , neat and understandable as possible.

Abbreviating words in an entry in a work record is simply unacceptable, and although many HR employees allow themselves such liberties, this is a gross violation of the instructions for maintaining and storing work records.

If a citizen working on the territory of Russia is a citizen of another republic that is part of the Federation, then it is allowed to keep entries in the work book in two languages.

Regulatory documents

All actions with TC are regulated by legislative norms and rules. In ch. 10, 11 of the Labor Code consider the provisions of personnel records management. The rules for filling out books, inserts and related documentation are presented:

Article 66, Article 77, Clause 5, Article 83 of the Labor Code of the Russian Federation.
Rules for maintaining and storing TC, approved by Decree of the Government of the Russian Federation 04/16/03, No. 225.
Instructions for filling out the Labor Code, approved by the Ministry of Labor of the Russian Federation on October 10, 2003, No. 69.

Article 66 reflects work with work books. When drawing up the Instructions (No. 69), this legislative framework became the basis.

Here are all the requirements that must be followed in order to work with the Labor Code when hiring, an entry about dismissal in the work book, including an entry in the work book about layoffs, and also regulates the remaining positions in filling out the document.

These also include points for entering information about incentives and awards. The article states that when hiring a job, a labor code must be created no later than 5 days. An entry in the work book about the transfer must be made on the same day.

The instructions explain the data in Article 66 of the regulation - in detail. All actions and their algorithm are prescribed here, which must be followed when registering an employee correctly. The rules for numbering records, entering dates and information about admission and dismissal are considered down to the smallest detail.

The rules for placing stamps on the title page and when making entries are prescribed. Ready-made formulations are given that can be used in a variety of situations of hiring and dismissing employees. Standards for the use of symbols and ink are given, as well as ready-made matrix recording samples.

Attention is drawn to such facts as the renaming of an organization, which are entered along with other entries, but in a special format.

Resolution (No. 225) reflects all the rules for organizational work with Labor Codes and work book inserts. It determines the standards for their acquisition and storage. Indicates how to keep records in the journal, as well as the rules for sealing it and preparing it for work. These most important aspects of activities with books must completely coincide with the regulations established in the document.

Government resolution on work books.

Clause 5, Article 83 of the Labor Code of the Russian Federation is applied in cases where an employee is dismissed due to unforeseen circumstances. These often include cases when a citizen receives a disability pension or is otherwise unable to continue working.

This moment allows you to make an entry in the absence of the employee, but on the basis of documents that reflect the need for dismissal.

Art. 77 of the Labor Code of the Russian Federation fully reflects the rules and reasons for termination of an employment contract , which may include:

agreement of the parties;
expiration of the contract;
at the initiative of the employee;
at the initiative of the employer, etc.

Not a single moment is missed here that may be useful to a manager or personnel officer when dismissing citizens working at the enterprise.

Special cases

A person can be transferred to a position with a record in the employment record for a permanent or temporary special case. Temporary changes in employment are carried out by agreement between the employee and the employer, which is confirmed in writing. The main reason that such a procedure is carried out is to replace an employee who is temporarily absent. The duration of such a transfer can be up to 12 months or until the return of the departed person. The corresponding entries in the labor document for transfer to a position are present with the condition of permanence in the new job, as stated in the Labor Code in Article 66.

Permanent transfer has the following types:

Internal – with registration within the same enterprise and management.
External, involving termination of the employment contract and change of manager.

Depending on how the scope of activity changes, the nature of the record is determined.

Temporary transfer

When transferring personnel, an entry in the work book is possible when replacing an ill or resigned employee. Even a temporary transfer with a guarantee of return to the original position is considered internal. In the process of filling out a work book, you should take into account all the rules prescribed by regulations. The employment document contains a column with information about the work, where the word “temporarily” must be added. The following text is expected for a temporary transfer with an entry in the work book: “transferred to a position...temporarily.”

Internal and external

If a person is transferred to another position, this indicates an increase or decrease in the career ladder. This type of change in activity also refers to internal due to the fact that the employee is moved to positions within the enterprise.

It is important to know! When changing a new position, the work book does not mention the name of the organization. This information will already be indicated in the line above. The emphasis is on the name of the employee’s new position. If there is an error in indicating the position, you should cross out the incorrect information and write the correct information below.

If a person is transferred outside the organization to a division or branch, this type of change of activity will be external. The nature of the information in the work book also changes. If the institution has a different name, it is registered in a separate third column. If the employee remained in the same position, but only the geography changed, the following information will be clarified: “Transferred to a division...to a position...”. In any case, the position is registered.

Dismissal due to transfer

The rules for making entries about a change of place of work or position will be regulated by 6.1 of the Instructions, which characterize the concept of transfer.

This process must be accompanied by entries in the column of the third section with working information. You should also clarify in the record on what basis the transfer took place: by agreement of the parties or at the request. Example: if a reduction in transfer occurs by agreement of the parties, it is written as follows: “termination of the employment contract occurred in connection with the transfer of the employee, by his consent, to a workplace with another employer.” This rule is regulated by paragraph 5 of part one of Article 77 of the Labor Code of the Russian Federation.

Transfer to permanent employment

If a person is transferred from a temporary workplace to a permanent one, a corresponding entry in the employment document is also made. This is explained by the fact that employees are acquiring a new permanent position, which must be documented. This is a type of internal transfer that affects the person’s working period. Entries will be made in the same way as an order issued in an institution. The entry must contain the title of the position, but without mentioning “temporary” or “transfer.” In writing, it looks like this: “Accepted for the position ... on a permanent basis.”

Translation of a part-time worker

If changes occur in the form of a shift from a part-time position to a permanent position, a corresponding order is issued and entries are made in the work book form. There is one line between the new and previous entries, and then an entry is made about the usual hiring to a new workplace.

Attention! The law does not establish an obligation in this case to register new information, since the person is already employed. But references to the fact that a transition to a permanent position has been made are necessary for the employee upon further transfer to another employer.

Where is the archive of work records?

Each enterprise, according to the rules of current office work, has an archive department. If this is not provided, the archive is located in a higher organization. Individual entrepreneurs are required to have a fireproof cabinet in which archival documentation is stored.

All labor documents not received by employees are stored together with the rest of the Labor Code for three years before being transferred to the archive.

In the event of the death of an employee, the fate of the labor commission is as follows:

It can be collected by the relatives of the deceased by presenting the death certificate of the owner.
She can stay at her job.

If no one requests the documents, the work book of the deceased (and another person) is handed over to the archives. Books must be kept in the archive for at least 75 years.

If the book is in two languages

Old-style TCs (1977) can be bilingual. Such a sociocultural policy was carried out in the Soviet Union - citizens of the republics had documents in two languages. According to the principle of application, they are no different from those used by citizens of the Russian Federation during this period.

In many cases, personnel officers who did not know the language of the national republic did not make entries in the part that required the availability of appropriate entries.

When working with such TCs, the employer must use the same algorithm as when working with ordinary copies. Entries in a second language should simply be ignored, since if they are present, they exactly duplicate those available in Russian. And if they are absent, no loss of information occurs. These labors are of proper quality.

Fact of belonging

The book is not an independent document. To use it, a passport is required, or, in extreme cases, an identification document of the owner. Accordingly, all information entered on the title page must correspond to the person’s passport data.

Provided that the information in all documents matches, which is typical for male citizens , the employer draws up a book or makes an appropriate entry in it. For women who tend to change their last name upon marriage, a little extra effort has to be made.

In this case, the establishment of the fact of ownership of the TC should be carried out on the basis of the provision of a marriage certificate or other document that became the reason for the change of surname (first name, patronymic). The person writes a statement addressed to the manager, in which he indicates the reason for the changes made in the documentation. The application for establishing the fact of ownership of the work book is accompanied by the indicated documents and asked for:

identify TC;
make appropriate changes to the work book.

In some particularly difficult situations, citizens collect documents and confirmation from their previous place of work. They can also contact the labor inspectorate if the work book was lost several years ago, but it would be advisable to restore it.

Nuances of filling out a work book

An entry in the labor record in the order of transfer is recorded in the document of the employed person by an employee of the personnel department or the manager. At the initial stage, before making an entry, you need to make sure that the issued order is available. Next, the employee’s personal file is opened and the employment document is retrieved. The next step is to start making notes about the transfer.

The issued order is the basis for making changes to the labor law. The order that the employee will be transferred is issued in advance (2-3 days in advance). The document gains legal force after the manager signs and seals it. Each employee must freely familiarize himself with the order.

The procedure for changing information in the work book itself has nuances. The employee does not have to be present at the moment when the transfer to another position is entered into the employment record.

If a lost TC is found

There are often cases when, instead of a lost book, an employee is given a duplicate. If after this the work book is found, it can:

Do not use if the duplicate contains all information about the work.
To be used if the duplicate does not contain all the information and it is easier to make entries from the last place of work in the book than to obtain certificates for the duplicate.

Not a single document specifies sanctions against the presence of two (or more) TCs. But when receiving a pension and calculating the length of service, only one book will be accepted, and the rest will completely lose their meaning.

If the found labor document logically restores the period lost and not restored in the duplicate, then when calculating the pension, you need to ensure that it is included on the basis of the first Labor Code.

Electronic

While there is a discussion on the feasibility of introducing electronic work books into personnel records, many citizens are already using them. These include persons who are employed through the Federal Center and some regional employment centers.

Pension funds have similar information on electronic media . However, they do not contain information about the person’s length of service during the Soviet and perestroika periods.

Currently, this is an analogue of a regular book, but used only on electronic media. At the same time, its paper copy is not abolished. M

The opinion regarding e-books is not clear, but planning for a phased transition exclusively to electronic books is already underway.

The main snag in this issue is the presence of a unified registration database of working citizens, to which every employer, including individual entrepreneurs, should have access. Such a global unification can only be achieved with an appropriate program that ensures information security.