In this article we will talk about paper labor. This material will be useful if you are hiring a person who, in his previous job, decided to keep a paper work book and did not switch to an electronic one.
If an employee gets a job for the first time, there is no need to create a paper book. For such employees, it is enough to transfer information to the pension fund in the SZV-TD form, that is, you need to immediately maintain an electronic work record book (ELR). We wrote more about it in another article.
A work book is the main document about an employee’s length of service. And there are a lot of questions with her. We'll tell you how to fill out, store and record paper work books.
Where to get a work book
The employer maintains work records for all employees who have worked for him for more than 5 days. When a person gets a job, he brings his work book.
If an employee has lost his work book or it is damaged, prepare a new one for him.
According to the rules, you can only buy forms from organizations that meet the requirements of Goznak. We looked at the manufacturer’s website - there are only 6 authorized organizations, but in fact there are many more sellers.
To avoid buying a counterfeit form, ask the seller for permission and an agreement. It is better to spend time finding a reliable supplier than to receive a fine for violating labor laws.
Part-time work
A record of part-time work is made by the “main” employer on the basis of a document confirming part-time work (Part 5 of Article of the Labor Code of the Russian Federation). Order No. 320n specifies: if such an entry needs to be made, but the person is not working at the moment, then he has the right to contact the employer for whom he worked part-time.
Also see “Part-time work: how to properly formalize the hiring of an employee.”
Compose HR documents using ready-made templates for free
How to fill out a work book
The filling rules are described in Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 N 69 and Decree of the Government of the Russian Federation dated April 16, 2003 N 225. Below we will tell you about the main thing.
Write in a book with a black, blue or purple pen, without abbreviations. You can't write "pr." instead of "order" or "trans." instead of "translated".
Write in Arabic numerals. The day and month are in two digits, the year is in four digits. If you hired an employee on August 12, 2021, make an entry in the work book: “08/12/2021.”
What information to enter
- about the employee;
- about the work being performed;
- about transfers to another permanent job and about dismissal;
- grounds for termination of the employment contract;
- information about awards for success in work;
- about part-time work - at the request of the employee.
Each entry in the work book about work performed, transfer and dismissal is duplicated in the employee’s personal card.
How to fill out the title page
When registering a new work book, fill out the title page.
- Enter the employee's last name, first name, and patronymic without abbreviations. Make an entry based on your passport or other identification document.
- Enter your date of birth in the format “day, month, year”.
- In the fields “education”, “profession, specialty”, make an entry based on your diploma or certificate. The education record may look like this:
Education: higher professional
Profession, specialty: accountant
- Indicate the date of completion and ask the owner to sign.
The person responsible for maintaining work records must sign on the title page. The person responsible may be the individual entrepreneur himself, an accountant, and in large organizations - a personnel inspector or the head of the personnel department. Place your organization's seal here, if you have one.
How to register for a job
In your work book, open the “Job Information” section. It comes immediately after the title page.
- In column 3, as a heading, the full and abbreviated name of the company, if any. Instead of a handwritten name, you can use a stamp with the name of the organization. Rostrud confirmed this in Letter dated August 19, 2015 N 1922-6-1.
- Below the heading, make a note that you hired the employee and write the position. The position, as a rule, corresponds to the staffing table. An exception is when federal laws provide benefits or impose restrictions on certain professions. Then the names of these professions must correspond to the names and requirements from the qualification directories. This is a rare situation and we hope you don't encounter it.
- In column 1 put the serial number of the entry, in column 2 - the date of hire.
- In column 4, write the date and number of the order under which the employee was hired.
How to record a change in an employee's position
- In column 1, indicate the serial number of the entry.
- Column 2 shows the date of entry.
- In column 3 write: “Transferred to position...”.
- Column 4 contains details of the transfer order. The entry must be made within a week from the date of the order.
How to record a resignation
- In column 1, enter the serial number of the entry.
- Column 2 shows the date of dismissal.
- In column 3, make an entry about the reason for dismissal with a mandatory reference to the paragraph of the article of the Labor Code.
For example: “Dismissed at his own request”, paragraph 3 of Article 77 of the Labor Code of the Russian Federation.”
- In column 4, indicate the basis document, its date and number.
- Issue a work book with a notice of dismissal on the last day of work.
