Workbook: how to get it? Rules for the issue and storage of labor books

The employee's work record book is the maina document proving the fact of his employment. It contains data on the place of performance of the labor function, the title of the position, the measures of encouragement and punishment, as well as the reasons and circumstances of dismissal. Being properly issued, this document gives a person the right to receive a pension certificate.

Workbook: how to get and fill in

Legislation defines only two groundsfor issuing workbooks: those who first begin to perform the labor function, and those who need a duplicate of the document if the original is lost or damaged.

Only the employer or authorized personthe head of the company, has the right to issue labor books. When entering a job, a person must notify the employer that he needs a work book. How to get this important document? The employee should write an application for his extradition (indicating the reason for the absence of labor) to the personnel department of the enterprise where he will work.

When issuing a document, fill out the titlepage and graphs about the first job. When a worker is given a work record, the price is deducted from his first salary. This is indicated in the relevant decrees of the Ministry of Labor. A workbook, the price of which fluctuates between 175-180 rubles, can be supplied with a liner (its cost is the same).

In the future, at each next enterprise, HR personnel add new entries to the document: employment, promotion, transfer or dismissal.

What is a work record book?

The appearance of this document is a booklet witha hard cover on which the emblem of the Russian Federation is depicted, and softer sheets. There are also inserts, which are sewn into the document, when all the sheets of it are written.

The blank form of the work record card refers to the documents of strict accountability, the enterprise buys it and puts it in a locked fireproof cabinet.

However, the same security measures are taken to store the work books filled in and received from the employees.

Filling out the document is assigned to the employeepersonnel department or an employee performing similar functions. If the firm is small, the management of labor books is carried out by the head himself. Every working citizen should know that no one has the right to make any entries in his document without notice. The owner of the labor must receive a written notice.

Accounting

All actions with forms and completeddocuments are registered in the book of record of movement of labor books and loose leaves to them. This is the name of the person to whom the document is issued, as well as the reasons for this (absence of labor, loss of it, or the need for replacement due to dilapidation).

The issuance of the work record book (filled) to the employee's hands is possible only upon his dismissal. In all other situations, the HR department provides extracts from the relevant pages.

The legislation of the Russian Federation contains instructions on how toa work book must be drawn up, how to obtain the document, and how its records are formulated. Some rules and regulations are included in the Regulations of the Ministry of Labor. However, the instruction on labor books dictates the most capacious and full order of work, which all employees of the personnel department should follow in their activity.

Among other things, it indicates the forms of income-account books and books.

Purpose of employment

The meaning of a properly filled work book, inwhich indicates the basic data on employment, education, skills and experience, is quite large. This document is not only proof of the existence of sufficient work experience, which is important when preparing a pension certificate, but also serves as an eloquent illustration of a person's labor achievements. This is recognized and often used by managers of many enterprises during the interview.

Along with the resume, they can ask applicantsprovide copies and extracts from labor books. These data speak for themselves and, better than any words, illustrate the suitability of a person to replace a particular position.

What is reflected in the workbook?

The following information is obligatorily entered into the labor document:

1. Admission to work with a specific position.
2. Date and fact of transfer to another department.
3. Promotion or removal from office.
4. Data on the change in the status of the employee: the change in the fixed-term contract for an indefinite contract, the transfer of a part-time employee to the staff.
5. Existing incentives.
6. Penalties and penalties that caused the dismissal.
7. Date, fact and reason for dismissal.

Maintenance of the work book of the part-time worker

In the event that an employee performsany work in the enterprise in his spare time, he is considered a part-time worker. His labor remains in the personnel department at the place of the main work.

The law does not oblige the employer to recordsuch activity in the labor document, it is left to the discretion of the employee himself. It does not matter what kind of part-time affair we are talking about (external or internal).

The worker's work record book can be replenishedadditional record in the event that a person brings to the place of the main job a certificate proving the fact of his employment in combination. On the basis of this document, applications from the owner of the labor and the order of the head, the employee of the personnel department has the right to make the necessary entry.

How and when is the work book (RF) drawn up?

When a person is recruited and a work book is filled, he is asked to provide:

• The document proving the identity (passport).
• Document confirming the data on education (diploma, certificate, certificate). If there is an initial issue of a work record, these documents serve as the basis for completing the title page.
• If an employee has attended any courses that increase his level of qualification, he should attach the appropriate certificates.
• Citizens obliged to do so are required to present a military ticket.
• A document on the marriage, if it served as the basis for changing the name.

The legislation of the Russian Federation determines the period during which thewhich the employer is obliged to reflect in the workbook the fact of employment of his subordinate. It is allotted for this purpose five days from the moment when the employee began to perform his duties.

In the event that this condition is violatedand entry is delayed, the employer is threatened with legal consequences. The order of conducting labor books is relevant for all categories of workers, even for those who are not yet 18 years old.

According to the Labor Code, a person has the righton official employment at the age of 14 years. Of course, for such employees there are preferential terms concerning the duration of the working day and the workload. In addition, the employer can not hire a teenager without the written consent of his parents or guardian.

What can be the basis for entry in the workbook?

As already mentioned above, to fill the netthe basic documents of the worker (the passport, the data on formation and qualification) are required. This is necessary to ensure that the columns of the title page are filled correctly and as completely as possible, without grammatical errors in the proper names.

If the employee enters the enterprise andbrings a filled workforce, the employee of the personnel department acts on the basis of orders issued by the head (on hiring, transferring, encouraging or resigning).

For documentary reflection of the fact of reception or movement of workers, seven days are given, and upon dismissal the work book is issued on the day when the order was issued.

Formulation of information entered into labor

As a rule, detailed information on the causes andthe circumstances of these or those actions are stated precisely in the order of the leader (for example, the presence and duration of the probation period). This information can not be transferred to the workbook verbatim.

On the contrary, from the personnel department staff expect the most concise and capacious formulations. The instruction contains even samples of some phrases:

• Adopted (accepted) for the position.
• Transferred to another job.
• The employee is assigned a specific qualification level, grade or tariff scale.
• Appointed rewarding or promotion.
• The employee was fired (dismissed) in connection with ...

This means that the management of labor books provides for an indication only of the reason for the record, its serial number and the date of the order.

Grammatical aspect

Based on the rules and regulations that dictate the law, number and date records in the workbook should only be Arabic numerals.

When talking about numbering, it is meant thatThe first entry is the one that was made before all others. When the employee leaves and passes his document to the next enterprise, the HR officer continues to number the records, and does not start from the first issue.

Abbreviations of words and terms are not allowed, exceptions can only be generally accepted abbreviations.

The procedure for correcting mistakes made when making entries

When documents are filled with people, there is a riskthe occurrence of grammatical or semantic errors. The reason may be the use of unreliable sources (obsolete data or incomplete information), as well as various typos and mechanical errors.

In this case, the Instruction offers several methods of error correction:

1. An error in the workbook is corrected by striking out the wrong word and writing a new line higher or lower.
2. Entry of a record that must cancel the one that contains the error.

In the event that the employee was replacedsurname or received a new profession, the employee of the personnel department should change the data on the title page of the work record book. For this, the first method can be applied, and a new record is made on the back of the cover (on the inside).

When correcting, indicate the type and number of the document on which the change is based, then the person who executed the record, signs and puts the seal of the enterprise.

Cancellation of a record may be required if an error has been made in it or an inaccuracy is found in the information mentioned earlier. Correction is performed as follows:

1. Make the right information.
2. Number and date it.
3. Perform compulsory action: indicate that record No. ... must be taken as invalid.
4. Duplicate the order number, which is indicated near the wrong entry.

Knowing about what a workbook is, howreceive and maintain this document, and also being aware of the rights and obligations of the employee and employer, each person must comply with the specified rules and regulations. It meets his interests as a citizen and meets the requirements of the law.