Why do we need work books? How to get a work book and how much it costs: registration procedure

But if there were violations in the preparation of this document, the problem will be revealed and will affect both the employee, who will have to restore his seniority or run through the authorities, and the employer, who may be charged with this.

In some cases illegally registered labor will cause legal proceedings , fines and many troubles.

To prevent this from happening, both the employer and the employee must monitor the proper execution of the Labor Code.

How to get a work book for an employee

If you are applying for a job and do not yet have a work record, there is no need to worry about this. Naturally, you can only be hired in a place where work experience in your specialty is not required. Your specialty will be indicated in your educational documents, which may include:

• Diploma of Higher Education;
• diploma of secondary specialized education;
• certificates of completion of courses;
• certificates of specialty assignment;
• similar documents;
• a copy of the school certificate.

Based on these documents, as well as your civil passport, you have the right to look for work in the specialty indicated in your documents, but without work experience. You will gain work experience after your work book is filled out and you work for a certain time at the first enterprise in your working life.

After working for some time, you will have work experience in your specialty, which any employer or personnel officer can determine. This will be a definite advantage for you, which will allow you to look for more favorable working conditions.

Drawing up a work book when applying for a job for the first time - a sample of filling out the title page:

Job details:

Where to contact?

At first you come to the employer without a work book. You inform him that you have no experience and have never worked anywhere. There is no point in starting a conversation about the fact that you need a work book, that you don’t have one yet. This may characterize you as an incompetent person.

You need to know that the employment form must be issued by the employer to fill out. After he hires you, he will need to create a TC for you.

Even if you work for a week, you have the right to request a book. They have no right to refuse you.

However, keep in mind that for people applying for a job for the first time, they are required to be present when filling out the book. On this basis, a week after getting a job, inquire about the fate of your work.

From your side confirmation must be provided what you did before joining this organization. For example:

• studied at school;
• in a technical school, college or lyceum;
• at an institute or university;
• attended courses;
• served in the ranks of the Russian Armed Forces.

Present the documents that you have after graduating from these institutions, as well as your military ID if you have just been demobilized. In principle, citizens liable for military service must always present it when applying for a job.

If you have not received an education document, for example:

• did not pass the exams;
• were expelled

you will have to provide a certificate.

If damaged

If the book has been damaged, the source of responsibility must be established. Of course, it will need to be replaced, but this must be done by the person responsible for the improper storage of documents. Labor is restored from the resources of the culprit.

If you are guilty, then when applying for a job you will need to provide a certificate with last place work (or without it) and request in accordance with Article 65 of the Labor Code of the Russian Federation.

Of course, it will not take into account the length of service for the previous period, but you will be able to continue working and gradually collect all the lost experience.

Labor Code of the Russian Federation, Chapter 11, Article 65. Documents presented upon conclusion employment contract

Unless otherwise established by this Code, other federal laws, when concluding an employment contract, the person applying for work presents to the employer:

• passport or other identity document;
• work book, with the exception of cases when an employment contract is concluded for the first time or the employee starts working on a part-time basis;
• insurance certificate mandatory pension insurance;
• military registration documents - for those liable for military service and persons subject to conscription for military service;
• a document on education and (or) qualifications or the presence of special knowledge - when applying for a job that requires special knowledge or special training;
• a certificate of the presence (absence) of a criminal record and (or) the fact of criminal prosecution or the termination of criminal prosecution on rehabilitative grounds, issued in the manner and in the form established by the federal executive body exercising the functions of developing and implementing public policy and legal regulation in the field of internal affairs - when applying for a job related to activities, the implementation of which, in accordance with this Code, other federal law, is not allowed to persons who have or have had a criminal record, are or have been subject to criminal prosecution.

In some cases, taking into account the specifics of work under this Code, other federal laws, and Presidential decrees Russian Federation and decrees of the Government of the Russian Federation may provide for the need to present additional documents when concluding an employment contract.

It is prohibited to require from a person applying for a job documents other than those provided for by this Code, other federal laws, decrees of the President of the Russian Federation and decrees of the Government of the Russian Federation.

When concluding an employment contract for the first time, a work book and an insurance certificate of compulsory pension insurance are issued by the employer.

If a person applying for work does not have a work book due to its loss, damage or for any other reason, the employer is obliged, upon a written application of this person (indicating the reason for the absence of a work book), to issue a new work book.

To get a job you will need documents. These include:

1. Passport.
2. Education document.
3. Certificates, licenses, certificates confirming qualifications or rank.
4. If you changed your last name, bring a document confirming this fact.

In some cases, after providing documents and their photocopies, the employer begins to fill out the employment contract and does not start talking about filling out the employment contract - this is very good sign, which means that this enterprise takes increased care of employees.

In particular, some promotions, including getting a job, is paid by the enterprise (organization) from its own funds. You shouldn’t be impatient and worry about whether the HR manager forgot to give you a TC.

For such forgetfulness, he will be charged with a serious fine, and in any case you will be given a labor report. The book, according to the instructions, must be filled out in your presence.

How to draw up and make a work book: application

Some personnel officers suggest writing an application in order to open a new book for newly employed persons. This is necessary in order to deduct labor costs from your salary. In this case it is written in free form, in the name of the employer, with the obligatory indication of the fact that you require a technical qualification.

And also with a request that the cost of the form be calculated from wages. If you pay the cost at the cash desk in cash, an application may not be required.

The cost of TC can vary significantly. It all depends on what batches of labor forms are purchased and in what time frame they were purchased. How much does a work book cost? Currently their prices are:

1. For a batch from 5 to 99 pieces - 190 rubles.
2. For a batch of over 100 pieces – 110 rubles.

If the price of the form differs significantly from the specified price, the employer inflates it. He does not have the legal right to sell it at an inflated price compared to the one at which he purchased it.

When purchasing book forms, they are drawn up in special lists of statements, indicating the number of your form and the purchase price.

It is easy to check, and at the first inspection by GIT inspectors, such an enterprising personnel officer (employer) will be fined. If the amount is significantly underestimated:

1. The forms were purchased before the price change and were cheaper.
2. The company compensates part of the cost of the form.

A correctly executed work book - sample and examples:

Step-by-step instructions for employers

If you are an employer or, you need to approach the issue of preparing books very carefully. The slightest violation can be fraught with the development of problems. Therefore, keep in mind that you must fill out the form very carefully, and if by chance you make a blot or mistake, the form must be replaced.

For a person getting a job for the first time, the work book will need to be filled out in his presence. To do this, he must provide you with a passport and education document. The labor document must correspond to the passport data.

And if a different surname is written on the education (qualification) document, ask for a document confirming its change. For example, if a woman is married, she must provide a marriage certificate and a copy of it. The copy must be certified and placed in her personal file along with copies of other documents.

Filling out the title page will not be difficult, since it indicates what information needs to be entered. But it is necessary comply with the standards established by legislative documents. In particular:

1. Fill out the form legibly, neatly, without marks.
2. Use ballpoint pen blue or purple, you can write in ink.
3. Dates must be indicated in Arabic numerals only.

They must be stored in the accounting safe, along with the receipt and expenditure ledger. You can take the form only with a receipt, which indicates which employee the work book is for, in accordance with the requirements of the Ministry of Labor No. 69.

If the form is damaged, it must be written off as an act and destroyed, and the next one must be taken to fill out. It is not prohibited for forms to be kept by a person authorized to maintain labor codes, as well as by an employer.

If you are a beginner entrepreneur and don’t know how to purchase forms, go to the website and order forms from intermediaries. They have a specialized power of attorney from Goznak and a license to distribute TC and TC forms.

Purchase the required batch immediately and store it in the organization so that they are always available, since the provision labor worker must be within 5 days from the date of conclusion of the employment contract.

If these deadlines are violated or other violations are committed, then GIT inspectors will impose fines that, at a minimum, fit in the amount from 300 to 5,000 rubles.

Before you start filling out the TC, you need legal basis. These include:

• application for a job;
• The order of acceptance to work;
• order to issue and fill out a labor form.

After the title page is completed, the owner of the work signature signs at the bottom. Signed below:

• Head of HR Department;
• or employer;
• or an authorized person.

If the enterprise is small and does not have a staff of persons responsible for office work, as well as a personnel department or similar, the employer has the right to grant the right to fill out labor records to the chief accountant, in accordance with the legislatively approved Rules of April 16, 2003 No. 225.

However, if he, without an order, filled out the labor report instead of the manager, using a fax stamp with his signature, this will be considered a violation.

When signing, be sure to follow the sequence and put:

• job title;
• signature (stroke);
• its decoding with initials.

When employing a foreign citizen, it is not necessary to create a Labor Code if he can be employed under a contract or otherwise.

However, according to his wishes and requirements, the TC will have to be established. Moreover, in accordance with Article 65 of the Labor Code of the Russian Federation, the employer does not have the right to refuse a person official employment. It is unacceptable to accept labor from foreign countries or take into account the length of service entered into the foreign citizen’s book, earned outside the Russian Federation.

In this case, it is necessary to clarify, in accordance with the list, his professional suitability. For persons with Soviet-style educational documents, the right to education is preserved. For others, confirmation of qualifications is provided if educational institution is not included in the list of generally valid ones.

Without this condition, the personnel officer fills out the technical documentation similar to a worker without education. The exception is made by invited specialists of high professional level by a collectively agreed upon official decision.

An important point will be to fill out the last name, first name and patronymic in Russian. In order for it to be entered correctly, a separate application from the employee will be required, in which he will personally confirm the correctness of the entered data, corresponding to the passport data in his native language.

If the personnel officer is the owner of the labor

When applying for a job in the HR department, a person should not fill out his own TC, since he always has alternative opportunities. In addition to the personnel officer, the employer can fill out any book. Labor HR will be no exception.

Accordingly, he can sign only in the place where the owner of the work signature signs, and below:

• signed by the employer;
• or a working (other) personnel officer;
• or a special authorized person.

The authorized person must be determined by a special order.

Among the negative reasons in this regard is the fact that a person without a work permit (see) is not considered a full-fledged employee, even if there is an order and an employment contract. If we are talking about dismissal, the question can be posed somewhat differently.

Conclusion

Filling out the Labor Code during the initial registration of an employee is an important step. In this case, there is no point in taking actions that are not regulated by law and treating this issue arbitrarily. After proper registration of the book, it must be registered in the accounting book and stored in a place that complies with the rules, for example, in a safe.

Today, many actions often require a copy of the work record from the place of official employment.

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At the same time, the need for such a document arises quite often and in the most different situations. That is why it is worth acquiring it in advance if possible.

Where is it needed?

Today, a work book is a very important document. It confirms the very fact of official employment of a particular citizen of the Russian Federation. That is why it is often necessary to provide a copy of it.

It is best for a simple employee to find out in advance where a copy of the work record book is needed (the employer must certify and hand it over upon request). Since in this way it will be possible to save quite a lot of time.

Most often, a copy of the document in question is required in the following cases:

• when applying for a credit loan of any type from a banking institution;
• to restore a lost work book - if you have a certified copy, this procedure will take a minimum amount of time;
• for writing a resume;
• for a pension fund;
• to obtain a passport;
• for other purposes – their list is quite extensive.

Almost always, when applying to a new employer, it is necessary to provide information about previous places of employment.

Previously held positions by applicants serve as confirmation of the presence of certain experience required in a particular case.

But according to the legislation in force in the Russian Federation, after concluding an employment contract, the original work book must be kept in the personnel department.

There is no way to take her from there. This is why a certified copy is required. A potential employer will be able to easily assess the experience of their future employee.

Sometimes it happens that an employee or employer loses their work book. In this case, it is advisable to restore it. If there is no copy of this document, such a procedure will take a very long time.

If the employee has a certified copy in his hands, then it can be completed in just one day. Therefore, it is worth taking care of obtaining such a document in advance. This will make life much easier if you lose the original.

It is also worth attaching a copy work copy to your resume - if you send it simply or by email to the employer. Thus, it is worth contacting your employer in advance with a request for its production.

Why do you need a copy of your work book for a bank?

Most often, a work book is required first of all when applying to a bank for a loan. Usually, the presence of this document is strictly required. Its absence may result in refusal to provide the service.

This document is required by the bank for the following purposes:

• establishing the main source of income of the client who applied;
• determination of solvency - how high the probability of repayment of the loan will be if it is issued;
• if for some reason the client decides not to return the funds borrowed from the bank - in order to carry out the collection operation at the client’s place of work.

Also, the work book is one of the confirmations of the veracity of all data provided to the bank. But first of all this document necessary to determine solvency.

A special credit commission based on a copy of the employment contract, as well as an extensive list of other documents and various important factors carries out an analysis of the probability of debt repayment. And only if this figure is close to 90% will the loan be issued.

At the same time, the work book serves as a source of information about the client’s consistency. People who frequently change their place of employment are usually not trustworthy.

Such clients arouse suspicion among credit committee employees. Because why large quantity Records will be submitted to labor in a short time, the less likely it is to receive a loan.

The employer also has the right to make a note about the reason for dismissal. Bank employees look especially closely at this section of the work book.

The fact of dismissal under the article may make it impossible to obtain a loan. In fact, the work book is a second passport for the bank. It contains a lot of important information.

Moreover, precisely for this reason, in some cases it is not worth providing the bank with this document (if the work book contains records of dismissal under the article).

For international passport

According to the legislation previously in force in the Russian Federation, in order to obtain a foreign passport, it was necessary to provide a copy or original of the work book, depending on the status of the employer.

So, in order to issue or replace this document, it was necessary to submit:

• a photocopy of each page with the seal of the organization and the signature of the immediate supervisor;
• copy down on a blank sheet of paper all data on places of employment for the last 10 years (this document must be certified by the employer’s personnel service).

A copy of all pages of the work book with seals and signatures is required if the recipient of the passport works in a private organization.

An extract of all places of work for the last 10 years is allowed in case of employment in government organization, municipal. These requirements are imposed by many institutions involved in issuing foreign passports.

Although in fact they are illegal, the legislation directly prohibits in this particular case from requiring such documents from an officially employed citizen of the Russian Federation.

Previously, the procedure outlined above was regulated by a special legal act - Order of the Ministry of Internal Affairs dated May 26, 1997.

This NAP provided for the procedure for obtaining a passport by a person whose age was 18 years or more. At the moment the document is not valid.

The same department adopted order No. 320 on 04/07/13. A number of different explanations were given by the Federal Migration Service regarding it.

It is one of these explanations that contains the opinion that a copy of the work record is currently not required to obtain a foreign passport.

However, it is still worth acquiring a document of the type in question in advance. Since some passport issuing institutions do not adhere to the new legislation.

Which is a violation. But in some cases, the easiest way is to avoid conflict with the passport office. To figure out whether a copy of the work book is needed for an old-style international passport, it is imperative to familiarize yourself with the NPD covering the moment.

If a conflict arises regarding this with the passport office, you should contact the regional branch of the FMS - this will resolve many difficulties.

Dfor the Pension Fund

No matter how strange it may sound, sometimes you need to provide a copy of your work book specifically for Pension Fund RF. Since the work book is the main confirmation of the work experience of a particular citizen of the Russian Federation.

That is why, in the case of applying for an old-age pension, the Pension Fund has the right to request a copy of the work book from the person submitting the documents.

This point is regulated by the following regulatory documents:

• Labor Code RF;
• Rules for calculating the amount of labor pension;
• Government Decree of July 24, 2002

According to the NAPs outlined above, employees of the Pension Fund have the right to request from those applying to it the documents listed in a special list - it includes a copy of the employment document.

This list is established by the Decree of the Ministry of Labor of the Russian Federation dated February 27, 2002. A copy of the labor document is indicated in the list in question. In this case, pension fund employees often require the HR department employee to provide the original work report.

You should know that such a requirement is illegal and the personnel officer should refuse. But, at the same time, he can go to a meeting of the Pension Fund of Russia and give the employee the original against signature.

But it should be remembered that according to the requirements of the NAP on the storage of documents of the type in question, in the event of its loss, responsibility falls entirely on the employer. He will be obliged to as soon as possible restore the document in question.

Do I need a copy of my work record for a visa?

To prepare some documents in case of traveling abroad, it is necessary to provide a copy of your work book - not only for a foreign passport.

Editor's response

The work book form approved in 1938 lasted 35 years. And only in September 1973, the Council of Ministers adopted a new resolution “On work books of workers and employees”, which stated that the work book is the main document on labor activity citizens. After this, the form of the work book did not change for another 30 years.

Today in the Russian Federation there are work books three samples: 1938, 1973 and 2003. All three types of work books are valid and do not require replacement.

History of the work record

Work books were first introduced by the Soviet government in 1919. After Civil War labor cards became an identification document, since there were no passports in the USSR until 1932. Data on the participation of workers in public works and the performance of labor duties had to be regularly entered into the book. Those who evaded receiving the book faced a six-month prison sentence, and for losing the book a fine of 25 rubles (in 1938). It is worth noting that at the end of the 1930s, the average monthly pension of a Soviet citizen was exactly 25 rubles, which could buy approximately 40 kilograms of bread.

At that time, the work book was the basis for receiving food rations and the main identification document. In addition to records of places of work, earnings, benefits and insurance contributions, it included data on marriage, registration and military service - as well as on the payment of contributions to social security and labor protection.

In 1922, a new Labor Code came into force, which no longer provided for work books. They were replaced by “pay books”, which all workers and employees received at their place of work.

In 1926 it was introduced new document- “Labor list”, in which the employer had to enter general data about the employee: date of hire, position, salary, etc. When employees transferred from one institution or enterprise to another, labor lists were given to them. Upon admission to new job Employees were required to provide labor lists from their previous places of service.

On December 20, 1938, the Council of People's Commissars of the USSR adopted a resolution “On the introduction of labor books.” Each Soviet worker could decide for himself whether to have this document or not. But those who did not have books were deprived of the right to receive food cards. Every worker employed at an enterprise for more than five days was required to start a book. To obtain the book, the employee was charged a fee of 50 kopecks.

Work books of the 1938 model remained unchanged until 1973, and the latest form was changed in 2003.

Russian work book

The Russian work book appeared in January 2004. On it, the coat of arms of the USSR was replaced with the coat of arms of Russia, and the cover itself was made not green, but gray. In addition, they reduced the format of the document and added pages - instead of the previous 40 pages, the new work book now has 44. The document also has additional funds protection against counterfeiting: the inscription “Work book” glowing in ultraviolet light, a special seam that fastens sheets of forms, and special paper with watermark.

Employment history. Photo: Official website of FSUE "GOZNAK"

To whom is the work book issued?

Today, work books are issued for all employees who have worked in the organization for more than 5 days, for whom this work is the main one (Article 66 of the Labor Code of the Russian Federation).

When applying for a job to conclude an employment contract, the employee must provide a work book along with all other documents. necessary documents, such as a passport, education documents, etc. And if a person is hired for the first time, the employer must provide a work book. After dismissal, the book must be returned to its owner. If you are a part-time worker and want to add a line about part-time work to your work book, then you have legal right get such a record. To do this, you need to bring to your main place of work a document confirming that you work part-time, and the “main” employer will make a corresponding note in the document.

What role does a work book play today?

Until now, the work book, according to Article 66 of the Labor Code of the Russian Federation, “is the main document on the employee’s work activity and work experience,” however, many of the functions of this document have long been taken over by the employment contract and the personalized accounting system in the Pension Fund.

Thus, since January 1, 1997, the Social Insurance Fund and the Pension Fund have been keeping records of the length of service and work of Russians - so that the registration of a pension, previously impossible without a work book, no longer depends on it. Now anyone can receive a free extract from the PFR data about their work experience. In addition, copies of hiring and dismissal orders serve as proof of work. Whereas previously the work book was the main document confirming work experience. She ensured the registration of the pension file, and it was almost impossible to issue a pension without presenting it.

Photo: RIA Novosti / Mikhail Mordasov

The work book and the function of recording various qualifications in it have been lost. Previously, if a person started working as a 3rd category mechanic and was awarded the qualification of a 4th category mechanic, then upon new employment the only document confirming this was a work book. Now the qualification system in this form has disappeared. About changing qualifications and career growth can be read in a resume, not in a work book.

Other lost functions include receiving sick leave. On January 1, 2007, the law on temporary working capacity came into force, which abolished the requirement of continuous work experience (which is recorded in the work book) for obtaining sick leave.

Until 2007, sick pay was calculated depending on the length of service of employees. For workers with continuous work experience of up to 5 years, payments amounted to 60 percent of earnings, from 5 to 8 years - 80 percent. And employees with more than 8 years of continuous service could expect that their total income would not decrease due to illness. Since 2007, continuity of service is no longer taken into account when calculating sick leave.

In addition, a break in work experience, according to , no longer has any impact on the amount of the future pension, since its size depends not on length of service, but on the amount of contributions to the pension fund. The minimum length of service to receive an old-age pension will reach 15 years by 2025; currently it is five years. In addition, to calculate your pension you will need to score at least 30 points. And for citizens born before 1967, only the insurance part of the pension will be valid. Young Russians will be able to participate in the insurance system or choose a non-state pension fund.

Why do they want to cancel the work book?

They wanted to cancel work books more than once. There was talk of another abolition of work records in connection with the preparation of a bill by the Russian Ministry of Economic Development on the abolition of stamps for commercial companies. Along with the abolition of printing, representatives of business organizations consider it appropriate to abolish work books.

The Ministry of Health and Social Development does not rule out a 10-year transition period, so as not to shock people for whom the employment record is necessary element relationship with the employer. However, many employers have long switched to a contract work scheme, and for them work books look like an anachronism. Having concluded an employment contract with an employee, the employer and employee They stipulate in it all the positions that are important to them. In the case of an employment contract, the employer does not know about unpleasant entries in the work book, for example, dismissal under an article for violation of labor discipline, etc.

Since work books are not needed by the employee, the employer, or the state, we can assume that they will be abolished over time.

In 2012, the country's leadership raised the question of whether a work book was needed. Many government officials claim that this document is an outdated form of verification. professional activity subject and his work experience. Some personnel officers believe that records made in labor records do not always reflect the real state of affairs. Having accommodated a not entirely conscientious employee, HR department employees, instead of indicating the article under which he was fired, write that the dismissal occurred by mutual agreement of the parties.

Why did the question of abolishing labor rights arise?

A significant factor that does not indicate in favor of continuing to maintain work records is paperwork. Now the legislation regulating labor relations establishes that the employer must create (during initial employment) or maintain (upon subsequent change of place of work) a work book for each person who has worked for him for more than 5 days. In the event of his transfer to another position, to another division, reward or encouragement, not to mention dismissal, all this must be reflected in this document. Since all entries are made manually, this takes a lot of time. In addition, responsibility for the correct maintenance and safety of work records rests entirely with the employer, represented by the personnel employee.

Employers and potential employees, especially schoolchildren over 14 years of age, students or retirees who want to earn extra money, are increasingly faced with a situation where, when applying for a job, a civil law contract is concluded rather than an employment contract. Consequently, data on length of service and work performed is not entered into the work book. functional responsibilities. The period during which the employee performs his activities under this type of contract is naturally not taken into account when calculating his future pension.

Arguments in favor of conducting labor

However, there are also supporters who give a positive answer to the question of whether work books are needed now. This is due to the fact that an experienced specialist, as soon as he opens a job application, receives all the necessary information about the person intending to take a place in a particular organization. With its help, you can track your work activity, the periods during which the employee was engaged in a certain type of activity, the incentives he received, as well as any other points.

Russian legislation on work books

The current Russian legislation contains legal norms indicating that the key document confirming the length of service and work activity of a particular person is the work book.

The main provisions are enshrined in the following legal acts:

1. Labor Code of the Russian Federation)
2. Decree of the Government of the Russian Federation “On work books”)
3. Resolution of the Ministry of Labor of the Russian Federation “On approval of the Instructions for filling out work books.”

All these documents, as well as the annexes to them, give a positive answer to the question of whether a work book is needed now.

Why do you need a work book?

Despite the fact that recently the discussion regarding the inappropriateness of maintaining work records has intensified, this document continues to play a very important role. Many organizations require employees to provide a work record book. This happens in the following cases:

1. when entering a job or service)
2. when calculating various payments, for example, benefits for temporary disability, pregnancy and childbirth, payments for sick leave, vacation pay, etc.
3. when applying for a labor pension)
4. when receiving a loan)
5. when applying for a foreign passport and in other cases.

How to replace a work book

Nowhere in the world is a work book used to confirm an employee’s work experience. In the West, more attention is paid to the submitted resume of a person whom the employer trusts. However, if the latter has some doubts about the entries contained in the portfolio, the HR manager may ask for recommendations from previous places of work or contacts through which he can independently contact the management of the last place of employment. In Russia, this practice has not become widespread, except in cases where friends or relatives “put in a good word” about a potential employee.

Unfortunately, in Russia resumes and written characteristics former employers have no legal force. Despite the fact that the employment contract concluded upon entry into work (service) between the employee and the employer establishes the basic rights and obligations of both parties to the agreement, the amount of wages, the procedure for its payment and some other points, it cannot be used by the Pension Fund authorities when calculating pensions. For these purposes, you will still have to provide a work book.

As an analogue of the currently valid work book, it is proposed to introduce an electronic plastic card on which all the necessary information about the person as a working citizen will be stored, namely:

• passport details)
• pension card)
• taxpayer identification number.

The main advantage of its creation and use is convenience and the absence of the need to collect a package of documents.

However, for implementation in practical activities An electronic instrument confirming the work activity of a specific person will require a fairly long period of time. This will entail the need to make appropriate changes not only in the practical activities of personnel services, but also in legislation at various levels.

Thus, the only possible document containing basic information about the employee’s length of service, his position, functional responsibilities, awards for labor success and reasons for dismissal continues to be the work book.

Employment history - important document, which is necessary for carrying out official work activities and is the basis for calculating length of service. We will tell you in this material how to obtain a work book and fill it out correctly.

How to get a work book

As a rule, a person receives a work book for the first time at his first place of official employment upon concluding an employment contract. Next, it should be filled out and given to the employer for safekeeping until your dismissal from this enterprise.

The employer is obliged to return this document if the employee is dismissed, regardless of whether he immediately found a new job or is just starting to look for one. If a document is not returned to a person upon dismissal, he has the right to financial compensation for the loss of the document.

Another way to obtain a document is upon graduation from a university; in some institutions they are issued to graduates as an appendix to their diploma, so that graduates can quickly get a job. However, one cannot assume that having a book will increase the chances of employment; it will only speed up the registration procedure at the place of work.

Also a book can be purchased at office supply stores, in cases where, for example, you do not want someone to know something about previous experience at a new place of work or for other reasons.

Conditions for storing work books and issuing them

It is very important to periodically ask the employer or the person responsible for storing work records in the company about the conditions for their storage. After all, damage or loss of a document is extremely undesirable for an employee in the future.

So, document storage conditions must be as follows:

1. in the closet among important documents;
2. in the safe.

For example, if this document listed skill levels and assigned job titles, it will be extremely difficult to restore them if the document is lost.

Conditions for issuing a book in hand to its owner are:

1. upon termination of the employment contract;
2. at the request of the employee when submitting an application, to provide information from the work book (in such cases, he is given a copy of the document) to the Federal Migration Service or other authorities;
3. the work book can be given to the employee’s relatives in the event of his death;
4. If there is no family after the death of an employee, the employment record must be kept by the employer for 50 years.

For several years now, the legislation of the Russian Federation has been planning to eliminate the need to maintain employee work records. However, the timing of such an innovation has not yet been determined, so for now work books remain afloat and cause a lot of trouble for both employees and employers.

Now let's move on to the issues of designing and filling out this type of document.

How are work books prepared?

Most often, these books are stored in the personnel department, less often in the accounting department of the enterprise. Their presence is required from the following categories of employees:

Books don't start only on external part-time workers, in particular, freelancers.

When applying for a job, a person with work experience is required to provide this document along with other documents. Next, the HR department employee checks the accuracy of the specified data in the book.

When registering a work book at the place of work for an employee a form is drawn up, consisting of the following information:

1. information about the employee, name and date of birth, education, specialty;
2. information about previous places of work;
3. awards and incentives for employees with dates and numbering of award orders.

Procedure for filling out the document

So, as mentioned earlier, the employment document is filled out either by a HR employee or an accountant. If the company consists of a minimum number of employees, the manager himself can do this directly or ask the employee to fill out the document, then simply check the information and put a stamp and signature.

The document should be filled out extremely carefully, which is why you should follow strict algorithm of actions.

Contents of the document title page

The first title page of the work book includes the employee’s passport data, diploma data and information about changes in personal data, if such a procedure has taken place. Overall this page should include the following data:

Job details

The next section of the work book is the main one; it contains information about the person’s work activity. Each of the entries is drawn up by the employer as follows:

1. record number depending on which employer is on the account;
2. employment date;
3. indication of the position and department to which the employee is subordinate;
4. the document on the basis of which the person was admitted (usually on the basis of an Order) indicating the number;
5. reason and date of dismissal;
6. position of personnel officer, signature and seal of the company.

If an employee is transferred to another position within the same organization, a separate entry is made in the work book.

Section dedicated to awards and encouragement

Often this section is not filled out, even if the employee is awarded awards, titles, certificates of honor and other incentives. It is advisable to check whether the receipt of a particular promotion is recorded in the work book.

The section should be completed as follows:

1. record number;
2. date of award of the incentive;
3. type of incentive, who gave it and for what merit, number of the order according to which the incentive was issued.

Please note that it is very important that each incentive is backed up by an order, otherwise it will not have any weight.

What other data can be entered into the work book?

If there is a need for this, data on part-time work performed can be entered into the book, but their entry is not mandatory. But, despite this, the HR or accounting department is required to make such an entry upon request.

If a person wishes to have an official Additional income, they do not have the right to hand over an employment document at their main place of work; it is filled out by the main employer upon provision of the relevant data.

Also in it such data is recorded, How:

1. information on advanced training;
2. assigning a category;
3. other information.

In addition, the entry in the document is made anew in cases of renaming the organization in which its owner works. The entry is made by referring to the document that serves as the basis for this.

Also, the data is re-entered under shift conditions staffing tables, for example, when renaming an employee's position.

If there is no more space in the book

If there is no longer room in this book for making new entries, then the new employer must glue a special insert into it with similar book details. As a rule, the insert is glued after the last page in order to preserve the order of a person’s work activity.

When the insert is glued in, it is assigned a number and series; these should also be indicated on title page, you should also put a stamp with the inscription about the issue of the insert.

If the insert form was damaged when filled out, it should be disposed of and replaced with a new one. Errors in the document cannot be allowed.

Now you know where you can get a work book and how to fill it out correctly. The information will be of interest to both ordinary employees and personnel department employees who keep records of work records of company employees.