What standards to follow
The procedure for maintaining, filling and storing is discussed in detail in the following documents:
- Art. 66 Labor Code of the Russian Federation.
- Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225.
- Instructions for filling out work books, approved by Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69.
- The procedure for providing employers with work book forms and inserts in the work book, approved by Order of the Ministry of Finance of the Russian Federation dated December 22, 2003 No. 117n.
VII. Responsibility for compliance with the procedure for maintaining work books
45. Responsibility for organizing the work of maintaining, storing, recording and issuing work books and inserts in them rests with the employer.
Responsibility for maintaining, storing, recording and issuing work books lies with a specially authorized person appointed by order (instruction) of the employer.
For violation of the procedure for maintaining, recording, storing and issuing work books established by these Rules, officials bear responsibility established by the legislation of the Russian Federation.
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Registration procedure for employment
In accordance with Art. 66 of the Labor Code of the Russian Federation, clause 3 of the Rules, the employer is obliged to maintain a Labor Code for each employee with whom an agreement has been concluded. A record of this must be made within 5 days after the new employee starts work. If a citizen is employed for the first time, the employer must give him the form. Before this, you need to receive a written application from the person applying for a job to open a work record book, indicating the reason for its absence. When issuing a TC to an employee, the manager charges him a fee equal to the cost of its acquisition.
Application for opening a work book, sample
What information must be included in the work book?
General requirements
| Requirements | Contents and rules |
| Numbering of sections is continuous | Each entry has its own sequential number; violation of the sequence is considered an error and changes must be made. |
| Date format is fixed | Only Arabic numerals in the day, month, year format are allowed (05/12/2019 is correct, May 12, 2021 is incorrect). |
| By what means to deposit | Information is entered only with pens with black, purple or blue ink; the pen can only be ballpoint, gel or fountain pen. |
| Is the use of stamps and seals allowed? | Allowed when using a stamp with the name of the organization. In general, this issue is not regulated at the legal level, except in the case of issuing an insert in the labor report. |
| In what language is the information entered? | The official language is Russian, but in national republics it is allowed to make accompanying entries in their own language. |
| Deadlines for entering information | No later than 7 days after the start of work, and a work record is opened for each employee who has worked for more than five days. |
| How to introduce records | All employee records must be familiarized with a signature on a personal card, where the records are duplicated. The employee signs the document only upon dismissal. |
| How to fix errors | Depends on the section. On the title page, corrections are made through strikethroughs; in the “Information about the work” section, strikethroughs are prohibited; here the entry is considered invalid. |
Front page
This includes the personal data of the owner of the work book:
- FULL NAME.;
- date of birth;
- information about education;
- profession;
- speciality.
All information is entered based on the documents provided by the employee. The instructions for maintaining work books for 2021 did not add any new information. Information from the employee's words is not entered. After filling out, the personnel employee who entered the information puts his signature and gives it to the labor employee so that he can check whether everything is entered correctly. If everything is correct, the employee signs. If errors or inaccuracies are made, the form must be destroyed. In this case, a new employment form will be created, but the employee will no longer pay anything for it, because the mistake was made by the employer.
Job details
This section provides information:
- about hiring;
- promotion;
- translations (permanent);
- assignment of ranks;
- about dismissal.
All information is entered in strict accordance with the wording specified in the employee’s employment contract and the corresponding order. The employer is obliged to familiarize each entry made about work activity, transfer and dismissal to its owner against the signature in his personal card.
Information about awards
In essence, it is not much different from the previous section, but there are some nuances. This section contains information about the award:
- state awards;
- certificates of honor, badges, badges, diplomas;
- other types of incentives provided by a particular employer.
Information about cash bonuses, which are of a regular nature, is not included in this section.
II. Maintaining work records
8. The registration of a work book for an employee hired for the first time is carried out by the employer in the presence of the employee no later than a week from the date of hiring.
9. When registering the work book, the following information about the employee is entered:
a) last name, first name, patronymic, date of birth (day, month, year) - on the basis of a passport or other identity document;
b) education, profession, specialty - on the basis of documents on education, qualifications or the presence of special knowledge (when applying for a job that requires special knowledge or special training).
10. All entries about the work performed, transfer to another permanent job, qualifications, dismissal, as well as awards made by the employer, are entered into the work book on the basis of the relevant order (instruction) of the employer no later than a week, and in case of dismissal - on the day of dismissal and must correspond exactly to the text of the order (instruction).
11. All entries in the work book are made without any abbreviations and have their own serial number within the appropriate section.
12. The employer is obliged to familiarize the owner with each entry made in the work book about work performed, transfer to another permanent job and dismissal, against signature in his personal card, which repeats the entry made in the work book.
The form of the personal card is approved by the Federal State Statistics Service.
13. The work book is filled out in the manner approved by the Ministry of Labor and Social Protection of the Russian Federation.
14. Entries in the work book about the reasons for termination of the employment contract are made in strict accordance with the wording of the Labor Code of the Russian Federation or other federal law.
15. Upon termination of an employment contract on the grounds provided for in Article 77 of the Labor Code of the Russian Federation (except for cases of termination of the employment contract at the initiative of the employer and due to circumstances beyond the will of the parties (clauses 4 and 10 of this article)), an entry is made in the work book about dismissal (termination of an employment contract) with reference to the corresponding paragraph of part one of this article.
16. When terminating an employment contract at the initiative of the employer, an entry about dismissal (termination of the employment contract) is made in the work book with reference to the corresponding paragraph of Article 81 of the Labor Code of the Russian Federation.
17. When an employment contract is terminated due to circumstances beyond the control of the parties, an entry is made in the work book about the grounds for termination of the employment contract with reference to the relevant paragraph of Article 83 of the Labor Code of the Russian Federation.
18. When terminating an employment contract on other grounds provided for by the Labor Code of the Russian Federation or other federal laws, an entry about dismissal (termination of the employment contract) is made in the work book with reference to the relevant article, paragraph of the Labor Code of the Russian Federation or other federal law.
19. Upon termination of an employment contract with an employee who, in accordance with a court verdict, has been deprived of the right to hold certain positions or engage in certain activities and has not served his sentence, an entry is made in the work book about on what basis, for what period and what position he was deprived of. the right to occupy (what activities one is deprived of the right to engage in).
20. Information about part-time work (about dismissal from this job), at the request of the employee, is entered at the place of main work in the work book on the basis of a document confirming part-time work.
21. The following entry is also made in the work book at the place of work, indicating the relevant documents:
a) on the time of military service in accordance with the Federal Law “On Military Duty and Military Service”, as well as on the time of service in internal affairs bodies, the State Fire Service of the Ministry of the Russian Federation for Civil Defense, Emergencies and Disaster Relief, institutions and the authorities of the penal system, tax police authorities, authorities for control over the circulation of narcotic drugs and psychotropic substances and customs authorities;
b) about the time of training in courses and schools for advanced training, retraining and training.
22. Relevant entries made in the work book of persons released from work (position) in connection with an illegal conviction or removed from office in connection with illegal prosecution, established respectively by an acquittal or a resolution (ruling) on the termination of a criminal case in absence the events of the crime, due to the absence of corpus delicti in the act or the lack of proof of their participation in the commission of the crime, are recognized as invalid. The employer, upon a written application from the employee, issues him a duplicate work book without the entry declared invalid. A duplicate of the work book is issued to the specified persons in the manner established by these Rules.
In the work books of persons who have served correctional labor without imprisonment, an entry is made at the place of work stating that the time worked during this period is not counted towards continuous work experience. This entry is made in the work books at the end of the actual term of serving the sentence, which is established according to certificates from the internal affairs bodies.
When a convicted person is dismissed from work in the prescribed manner and he is accepted into a new place of work, the corresponding entries are made in the work book in the organization to which he was hired or sent.
23. When continuous work experience is restored in accordance with the established procedure, an entry on the restoration of continuous work experience is made in the employee’s work book at the last place of work indicating the corresponding document.
24. The following information about awards (incentives) for labor merits is entered into the work book:
a) on the awarding of state awards, including the conferment of state honorary titles, on the basis of relevant decrees and other decisions;
b) on awarding certificates of honor, conferring titles and awarding badges, badges, diplomas, certificates of honor by employers;
c) on other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, internal labor regulations, charters and regulations on discipline.
25. Entries on bonuses provided for by the remuneration system or paid on a regular basis are not entered into work books.
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General procedure for maintenance and storage
According to the rules, responsibility for the safety of employment forms lies with the employer. He also appoints an employee responsible for maintaining the forms (at least two, so that there is the possibility of replacement). Such a decision is formalized by order.
Order on maintaining work records, sample
Each organization for its own purposes must purchase clean documents. They can be stored in the personnel department and are issued when registering employees who are employed for the first time, as well as if it is necessary to issue a duplicate. All forms are subject to strict records and are stored in accordance with the rules.
To record TC, you need to keep two books:
- a receipt and expenditure book for accounting for TCs and inserts in them (maintained by the company’s accounting department). It contains information regarding the use of forms, indicating the series and number of each document;
- a book for recording the movement of work books and inserts in them (it is maintained by the personnel service). It records all documents accepted for storage from employees upon employment and dismissal, indicating the series and number.
Employee books and inserts should be kept in a safe in the Human Resources department to ensure their safety.
The technical documentation is kept by the manager until the day the contract with the employee is terminated. In some cases, a work book is issued to the citizen for presentation to the Pension Fund or social security authorities. The owner is responsible for its storage during this time.
