How many inserts are allowed in a work book? If the second insert has expired, can I create a new work book? | Kemerovo

20.06.2019
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5 minutes.

When employing an individual at a permanent (main) place of work, the personnel officer requests a number of documents from him. Some of them are sufficient in a photocopied version, while others are presented only in the original. What to do if the work book has expired, how to make entries correctly, correct erroneous ones, why and when the insert is needed, how many of these forms one individual can have in stock - information about all this is presented below in the article.

Work book: document characteristics

Similar to the modern one, the form was originally introduced in the mid-eighteenth century in France. It was used to prevent vagrancy and develop labor discipline among the population. Now on the territory of Russia they have the same legal force and several types of documents are in force at the same time - according to the old forms (Soviet, 1938 and 1973) and the new (Russian, introduced in 2004). The work book has a standard template; it must be created personally for a specific person. The form reflects information such as:

• Information identifying the owner (full name, birth details) is entered using an identification document (for example, a passport).
• Acquired education, specialty.
• A list of places of work (all main ones), as well as, if the citizen so desires, a note about his part-time employment, with the obligatory recording of the names of organizations, positions held, periods of performance of labor functions, documents on admission and dismissal (date and number of orders), transfers and changes in qualifications, reasons for leaving work and other significant changes.
• Notes on achievements, promotions, and various awards.

Only a citizen’s employers have the right to make and make entries (the first and all subsequent ones) in the book. The legislation clearly regulates the rules and procedure for entering information and issuing forms. For the entire period of performance of official duties of the owner of the document (employee), all responsibility for the safety of this form lies entirely with the employer (organization or individual entrepreneur). Information on how to make an entry if your work book has expired is presented below.

If the work book has expired

I had this situation. I have a daughter... she was 10 months old - about a year old, at that moment I quarreled with my parents and lived with a friend, my friend and I did not work... since there was no one to leave the children with, and at that moment my daughter fell ill with a sore throat, and diapers ended, I was in a panic - for my daughter... I didn’t know what to do.. then I asked my friend for advice, she advised me to meet a woman who helps take out loans - that is, she gives work and you teach.. (since she herself I already contacted her and bought a second-hand phone) but I went for it because I was in a panic - my daughter was alive and well, we started - she gave me a job for which I supposedly worked there and numbers for communication, I learned it, and we went to several banks.. (for a loan)... from MTS she took 5 and 3 tons for me and she took the rest for herself... gold 555... also 5 tons 3 for me and the rest for herself... and in a quick loan too 5 t and also 3 for me and the rest for myself... then they took the iPhone for 14 t through Alpha Bank and she gave it to some guy for 11 t and from these she gave me 4 t... then I went to the bank, quick money, and she was everywhere confirmed that she was her mother and sister and the director, only in different voices..., on 06/06/2014 I took 6,200 rubles from them and from this she gave me 3 tons... and according to the agreement I had to pay them back on 07/07. 2014 8,200 rubles and they say that today I have to pay 19,100 rubles... I also heard that this bank gives quick money... there are already a lot of complaints... and it was closed... in the Murmansk region it is no longer there... but in the Rostov region it is... then I decided what was best... to take a big loan of 100 tons, what about 50 tons to close all these small loans and pay off 20 tons of my mother's debts... I asked her what about this... she said that 70 tons are yours and 30 are hers... and then the one came an hour since I submitted an application for 100 tons... I received a report that it was approved but you have a card for 16 tons... I’m a girl, I didn’t take it, I don’t have a credit card... I asked Natasha.. and she said that she doesn’t know... well, okay, the time has come day that I should get.. even my mother went for it, the guarantor was mine... that they say she was my mother’s sister... we arrived.. my mother tells me.. that Christine is not clean here... well, I’m like always.. yes, calm down, she’s normal ... and here mom is right... she forbade me to communicate with Igor... and she said a lot about him... and then he keeps telling me what’s wrong... he said that he was with her at the time when she issued those 16 tons of mine and he said Natasha, why are you doing this... no need... he tells me that she has already screwed someone to hell, excuse me... not only me and the old people... and the fact that from 100 tons, 50 tons are only mine because 5 men work for this... and Igor was with she was in this but he didn’t know about it that she also collected 60 credits and didn’t give back in more than one... well, I wanted to make sure that Igor was right... and I caught her because... I was driving in Igor’s car... they call me and they say.. your refusal... and we go to pick up the documents... then she calls and says that today they didn’t approve tomorrow they should... what if I already have the documents in my bag... and I told Sasha everything, he’s a guard at the bank... he said... you got it ... then the investigator called... interrogated me, well, I told everything as it was... he still had documents for 6,200 rubles... and others... and about the iPhone through Natasha's Alpha Bank and all my data... work book, photocopy of the passport... etc... and here They're scaring me in July that they'll go to jail... I once called and said that there's an investigation going on right now - that I found out that I fell for a swindler who used to work as an accountant, and she has a lot of non-Russian men to get loans, I said girl, I can't now to pay you for now, she - we’ll tell the bank exactly where you’ll get it, well, that’s all, see you in court, and now they sent a letter saying that they’re filing a lawsuit... and firstly, that woman has a copy of my documents, and secondly I didn’t say that I wouldn’t pay, I will pay.. but I want to know the exact amount for this... and how can I pay for this if the investigator only has the documents - and my mother called me the other day and said that it was not the investigator... but it’s a real hour... and Alpha Bank also has her documents... so how should I pay then and how much... and I’m now in the Murmansk region... and this is the case in the Rostov region... I also found out that she lives at sea for an hour.. everything is fine... she’s not who is not looking for... I like to live like a human being, that's why I don't want a criminal case... and I don't want to go to prison... please tell me what I should do in this situation... and should I go to court or what...?! Thanks for the early..!

Creating a new document

When employing an individual at the first, main place of employment, the obligation to create a new copy of the work book for the employee lies with the employer. It is assumed that this form will accompany the citizen throughout his entire professional activity.

But, if this form is lost (by the employee or the personnel officer), stolen or damaged, it should be reissued and the previously entered notes restored. Information about the replacement of labor is indicated on the first page with the entry “Duplicate” (top right, in the corner).

Insert as a continuation of the work book

If the form runs out of pages or columns, then there is no need to start a new worksheet, or to paste in additional sheets. It is enough to create an insert and indicate this on the initial page of the main document (for example, make o). The renewal form should not be glued, but sewn into the work document.

Attention! The insert block itself is not valid.

The need to purchase an insert

A work book is an employee’s document, which confirms his work experience. Inside it there are sections (certain pages) for entering data about the job: date of acceptance, position, reasons for hiring. Separately, there are columns for entering notes regarding awards and incentives.

Important! The responsibility for maintaining the employee’s work book, namely making entries regarding acceptance, transfer, dismissal, falls on the employer.

You need to enter data regarding the cold if it exceeds 5 days. Taking this into account, the place in the labor document for providing the necessary information may run out. You cannot use other sections (award, encouragement) to indicate “accepted,” “transferred,” or “dismissed.” As a result, there is a need to purchase an insert, which is needed to record data regarding the length of service.

This is a form with the same lines and columns as in the employee’s work book. It is pasted into the workbook. An insert that is not filed with the labor document has no legal force, even if entries are made in it and there are seals. When it is sewn into the labor force, it becomes an integral part of it. The numbering of entries in the insert continues, rather than starting from the beginning.

In order to confirm the presence of the insert, its number and series are written on the title page of the work in the upper right corner. Such a mark can be entered by hand by an authorized person of the company. It is allowed to put a standard 10 x 25 mm stamp with the insert data. Sewing the insert is necessary not only when there is no space for notes regarding length of service, but also when there is no space to indicate new awards.

Issuance procedure

There are no restrictions on the number of inserts for one work permit to be issued at the legislative level. If there is a need for a renewal document, the owner of the book must be notified in writing or orally. The employer should begin filling out the insert only after the employee has sent him a corresponding request by writing an application.

Hand delivery of the original work report (if it contains an insert) to an individual is provided under the following conditions:

• Upon termination of the agreement. The document must be issued on the final date of work (on the day of dismissal).
• No more than three days, at the request of the employee, after submitting the relevant application (it is advisable to indicate the purpose of such a need).
• To one of the relatives of the deceased employee, taking a receipt from the recipient.

The deadline for providing a certified copy of the document is three working days, calculated from the date of receipt of the request from the employee.

How to start a new work book if the old one has expired

When applying for a job, each citizen will need to create a basic document containing information about work activity - a work book.

Changing places of employment is a normal practice, because there can be many reasons why an employee and employer cannot continue cooperation, ranging from the identification of more favorable working conditions to the actual liquidation of an enterprise or organization, which inevitably leads to dismissal.

Labor legislation obliges the employer to correctly maintain the documentation of the enterprise, including the Labor Code. The fact of a change of place of employment is reflected in the Labor Code, and if the work book has expired, the HR employee simply may not know what to do.

Understanding the key rules and features will allow you to avoid difficulties when preparing the TC and its insert.

Create a new book or insert

The work book has expired and how to start a new one is a situation that a personnel employee of an enterprise often encounters. The reason why there may not be enough space in the Labor Code is the current legal requirements for registration, filling out and maintaining a book.

Information is entered without abbreviations or transfers to adjacent fields for ease of reading the displayed information.

Therefore, the allotted sections for filling out can quickly run out, and subsequently a dilemma arises - the work book has ended and what to do next to enter data on the employee.

You can create a new labor code and not look for ways to solve the problem with the lack of fields in the completed document, but in this case, an employee who often changes his place of employment would have to have 2 or more copies, which is extremely inconvenient and impractical.

As an alternative, an insert is purchased in which subsequent information is entered, especially since the law clearly regulates the requirement for the presence of one labor document.

Pasting or otherwise adding blank pages to the TC is strictly prohibited.

Stages of completing the add-on:

• The personnel officer sends a request to the head of the enterprise or organization;
• the authorized person prepares the corresponding order;
• the employee receives an insert.

The issuance of the supplement is not free of charge, and the employee will have to compensate the employer for the costs incurred associated with the issuance of the additional document.

The calculation is made by:

• depositing cash into the company's cash desk;
• carrying out a non-cash transfer to the provided bank account of the organization;
• deductions from salary.

Local documents may provide for the free provision of additions to the Labor Code if necessary. If damage to the employment document occurred due to the fault of the employer, then the issuance of a new one is carried out at his expense.

If the work book has expired and an insert has been drawn up, then you need to know how to make an entry in an additional document.

The information is entered by analogy with the rules put forward when filling out the book, but there are some peculiarities.

Nuances:

1. The supplement is filled out by the personnel officers of the employer, during the period of performance of labor duties one of the sections of the work book was not completed.
2. The date of filling out the insert is indicated, and not the moment of creation of the work book.
3. The information entered must be reliable, up-to-date and record changes, and not duplicate previous entries.
4. The completed title page is certified by the signature of the responsible HR employee, as well as the seal of the enterprise.
5. The employee whose work book is supplemented with an insert is obliged to familiarize himself with the document and also leave his signature.

At this stage, the preparation of the additional document is completed, and all that remains is to insert it correctly into the work book.

Sewing the liner

A stamp with details to indicate the fact of establishing the insert is affixed to the first sheet of the main labor document. It is placed in such a way that the imprint does not overlap other entries made in the margins of the book.

To comply with the above requirement, the stamp is placed at the top of the sheet or on its inside.

Not every organization or enterprise has its own stamp, and the law in such cases does not prohibit making a handwritten entry by an authorized personnel department employee.

Legislation and document flow rules do not establish clear regulations that guide HR department employees, for example, when choosing where to sew in the liner.

In practice, the additional document is placed at the end of the TC - in front of the back cover.

Sew-in is the only way to attach the insert to the main document. In other words, it cannot be glued, stapled or otherwise attached to prevent the possibility of removing the addition and then returning it to its place without visual differences from the original appearance after flashing.

It is recommended to use nylon thread. In place of the knot, a small piece of paper is glued, on which a stamp, date and signature of an authorized person are placed, as well as the word “stitched”.

Separately from the TC, the insert has no legal force and its use is impossible.

There should be no difficulties at the page numbering stage. The main rule is to follow the numbering sequence.

If a mistake is made while filling out a document, it is prohibited to cross out, correct, use a proofreader or other means. The next line indicates that the above entry is erroneous, and the correct one is entered in its place.

Addition filling errors

Personnel department employees, especially in large enterprises with thousands of employees, do not always pay due attention to checking the work record of a new hire who has an insert in the document, considering it an insignificant addition and not a continuation of the main document.

To prevent an incorrectly executed book from becoming a problem for the employer, before accepting it you should pay attention to:

• correctness of entering previous information;
• sequence of records moving from TC to insert;
• availability of necessary signatures and seals.

Any violations or inaccuracies make it impossible to subsequently fill out labor documents, and in this case it is recommended to return them to the employee until the deficiencies are eliminated.

Labor legislation obliges the employer to issue a correctly completed work book on the day the employee is dismissed.

If the personnel officer made a mistake and incorrectly entered information into the fields of the insert or completely filled out the section incorrectly, then you will need:

• assign a serial number to the record;
• in the next line indicate that the above section is filled out incorrectly and the entry is invalid;
• indicate the surname and initials of the responsible person;
• certify the changes with the seal of the enterprise.

A work book is the most important document for any person. When changing places of employment, the first thing employers pay attention to is the employee’s work experience.

Up-to-date and comprehensive information is contained in the work book. Using this document, you can trace the reason for which the previous employment relationship was terminated, because an employee does not always quit on his own initiative and knowledge of his work history can tell a lot about the applicant for a vacant position.

The insert is an integral part of the Labor Code, and ignoring its presence makes further filling out the work book impossible.

Source: https://tvoeip.ru/kadry/trudovaya/esli-zakonchilas-chto-delat

Rules for making entries in the insert

Visually, the insert differs from the original form: it has a less dense cover (made of cardboard) and contains 36 pages. But the title pages, where the owner’s personal information is indicated, are similar. All fields of the renewal document are filled in similarly to the rules for maintaining labor columns:

• Blots, abbreviations, erasures, and strikeouts (with some exceptions) are not acceptable.
• You only need to write in Russian.
• Filling is done with a pen (rollerball, gel tip or fountain pen) with black ink (purple or blue).
• The year is indicated in four-digit numbers, and the date and month are indicated in Arabic two-digit numbers.
• The numbering of entries is continuous in each similar section, continuing in order the last one from the main document (or the previous renewal one).
• The basis information is reflected in accordance with the administrative decision of the manager.

Possible errors and their elimination

Labor and the insert into it should be carried out properly to prevent possible negative consequences in the future. Strikethroughs, except on the title page, are not allowed in these documents. The most common errors and methods for eliminating them are presented in the table below.

Payment for the insert

The employer must always have new, unfilled work books and inserts in it. They must be stored as strict reporting forms in secure rooms, safes or special cabinets. They should be purchased on behalf of an organization (legal entity or individual entrepreneur) from the manufacturer (in the GOZNAK association) or through distributors.

It is important to know! When this form is handed over to an employee, the amount of expenses for its acquisition is subject to recovery. An exception is the fact of damage to the work document (with or without insert) due to the fault of the personnel officer (or another company employee).

How to sew in a liner correctly

There is no special rule about how and where to sew inserts into a book. But from practice, personnel workers came to the conclusion that it is best to define it at the very end of the book after the last sheet. It is more convenient to sew an insert into the middle of the book, but then it will be difficult to make and read entries. Sew the liner with a thick thread of any color in 4-5 folds. Exceptions can only arise by order of the head of the enterprise. Gluing the liner or attaching it in any other way is not allowed.

When you run out of space in your work book and you don’t know how to continue in the entry insert, refer to the regulatory documents. They indicate that the numbering should be continuous. That is, if the last entry number in the work book was, for example, 126, then in the insert the first entry will be numbered 127.

How to properly design a sewn liner

The insert must be prepared in the same way as a work book. Without a work book it is invalid. All inserts have information sections:

• About the work - nine spreads.
• There are eight spreads about the awards.

After the insert has been sewn in, if the work book has run out, you must number it correctly and make entries:

• Numbering. In each section, the numbering of the insert will continue from the beginning of the numbering of the work book.
• Employee data. Records of changes are made both in the book and in the insert at the same time.

On the title page of the insert, all items are formatted in the same way as on the title page of the work book:

• Full name of the employee.
• Date of birth of the employee.
• Employee education.
• Employee's profession (according to diploma data only). If there is no such data, then the line is not filled.
• Date the entry was made in the insert.

On the first sheet of the insert (as in the work book), two signatures are placed - the employee filling out the document, and the employee. Decryption of signatures is required. It is unacceptable to make an entry in sections that do not correspond to it.

What to do if a new employee has a work book with an incorrectly filled out insert

When hiring an employee, you must carefully check the correctness of his documents:

• compare the employee’s passport data with the entries in the work book and its insert}
• check existing company seals}
• check for signatures.

If you notice a discrepancy even in letters, then such a document should not be accepted. You can ask the future employee to write an application for a new work record book or contact the previous organization to correct the record.

What to do if the entry is made in another section

If an employee of the HR department made a mistake and accidentally wrote down data in the wrong section of the insert, in this case you need to:

• number the entry}
• write that the entry is invalid}
• indicate your position}
• put signature, surname, initials}
• certify with the seal of the institution}
• make the correct entry in the correct section.

Crossing out or correcting incorrect entries is not permitted.

How to make an entry in the insert if the employee has changed her last name

If an employee got married or filed for divorce and changed her last name, then an entry is made simultaneously in both the insert and the work book. To do this, you will need the appropriate documents: passport, birth certificate, marriage registration certificate (or divorce). When writing a new surname on the title page, you must provide a link to the document on the basis of which the surname was changed. The previous surname must be carefully crossed out. The new entry must be certified with the seal of the organization.

Regulations

Any documentation at the enterprise must be completed on the basis of the norms established by law. On issues regulating the correctness and procedure for maintaining, drawing up labor and inserts into it, the main regulating normative documents are:

• Labor Code of the Russian Federation.
• Resolution dated April 16, 2003 (No. 225).
• Resolution of October 10, 2003 (No. 69).

Work records, design details

There is no free space on the inside cover of the work book. A record of a change in the employee’s surname must be made on the first page (title page) of the work book.

And links to supporting documents, the seal and signature of the person responsible for the entry are reflected on the inside cover of the work book. This procedure is established in paragraph 2.3 of the Instruction, approved by the resolution of the Ministry of Labor of Russia dated October 10, 2003.

No. 69, and paragraph 26 of the Rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225. If the insert was not wound up and the seal was not affixed, but the employee works on a permanent basis, he should contact the employer with a request that the insert be maintained properly way. Changing the last name The employer should inform the employee about the nuances that must be taken into account when changing the full name.

https://youtube.com/watch?v=7dysykxjL4A

Important

The rules are stored in the relevant personnel and accounting documents. An employee with a changed surname has the right to come to the director with a corresponding application, indicating the change in surname.