When is it necessary to draw up a work book? Employment history. If you have not received an education document, for example

A work book is the main document about an employee’s work activity and length of service, which is presented by a candidate when applying for a job. The exception is cases when an employment contract is concluded for the first time. In this case, the organization must open a work book, and the employee must write an application for opening a work book.

In addition, an employee may need to write an application to open a work book if the work book has been lost or has become unusable. Just keep the following in mind. Having received an application to open a new work book, it is no longer possible to refuse the employee its registration (Article 65 of the Labor Code of the Russian Federation).

How to apply for a work record book

The legislation has not approved a unified application form for opening a work record book. Therefore, the employee has the right to write such a statement in any form. The main thing is that it is written in the name of the head of the organization and contains an explanation of the reason for the absence of the document in hand.

See also “The employee lost his work book”

The question of how to get a work book for the first time worries not only the citizen who is getting a job for the first time, but also the HR department employee who prepares the documents for him. In the article we will consider the procedure for initially filling out a labor document.

Employment history

A work book is a document containing information about an employee’s work experience. When a person applies for a pension, this document is a confirmation of his length of service, which means that any errors or inaccuracies in this document should be excluded.

The “Work book” form, as well as the insert for it, were approved by Decree of the Government of the Russian Federation No. 225 “On work books” dated 04/16/2003, and the procedure for filling them out was approved by Decree of the Ministry of Labor of Russia No. 69 “On approval of the Instructions for filling out work books” dated 10/10/2003 .

Important! An employee does not have the right to fill out a work book on his own; this is the responsibility of the employer. Therefore, a specialist appointed by the manager is responsible for maintaining labor in the organization.

Who buys the work book form

Each employer must have forms of work books and inserts for them. The employer does not have the right to require employees to buy their own. The employer should enter into an agreement with an association such as GOSZNAK or another accredited supplier. Such organizations provide employment forms.

After the employee is issued a work form, the fee for the book is deducted from him. The amount of the fee will be equal to the cost of purchasing the form. If suddenly the book form is accidentally damaged, money cannot be withheld from the employee. In addition, it is impossible to withhold money even if there has been a massive loss of work records, which was the fault of the employer. Such cases should be provided for in collective agreements as special conditions for the provision of free labor. And the employer compensates all costs in full.

Among other things, the employer must:

• maintain a book of records of the movement of work books, in which their issuance, storage, receipts and expenses are recorded, as well as the registration of documents of new employees;
• keep the records of your employees and be responsible for them;
• in case of dismissal of an employee, issue him a work certificate, and make a corresponding entry in the Accounting Book.

Important! The employer has the right to withhold the cost of the work book from the employee’s salary upon its initial registration. To do this, the employer is obliged to issue an appropriate order, which the employee must read and sign. Without the employee’s consent, the cost of the book cannot be deducted from the salary.

How to get a work book for the first time

You should fill out a blank work book based on the following documents:

• passports;
• educational documents;
• acceptance order.

A work book is issued to a new employee within seven days from the date of signing the order to hire him. During the same period, information about the employee’s hiring (transfer to another position, advanced training or award) must be entered into the book. Information about the dismissal of an employee is entered on the day of dismissal and on the same day the document is handed over to the employee.

The title page of the book contains the following information:

• Full name of the hired employee - as indicated in his passport;
• date of birth of the new employee;
• education, specialty and profession are entered as indicated in the education documents.

Important! After filling out the specified information, the HR specialist must hand over the book to the employee for verification and signature.

If the employee discovers errors, the personnel officer will need to destroy the book. For this you will need draw up a special act and, on its basis, destroy the labor document. After this, a new work book form is filled out.

If over time it becomes necessary to make changes to the title page of the employment record (for example, the employee changed his last name, received a higher education, etc.), then the corrections are made taking into account certain rules:

• strikethroughs are allowed only on the title page, and the information is crossed out with one line so that it can be read;
• The correct information is entered above;
• next to it is indicated the name, number and date of the document on the basis of which corrections are made to the book (this could be a marriage certificate, diploma, etc.);
• the entry is certified by the employee who made the corrections in the book and certified by the employer’s seal.

Important! Corrections in the sections “Information about work” and “Information about work” are made in a different way. Crossing out erroneous information is not allowed. It must be declared invalid, after which the correct information must be entered.

After the first labor spread is completed, the personnel officer proceeds to filling out information about the job. To do this, information about hiring is entered in the appropriate section. The sections in the section indicate:

• record number (in our case the record will be number 1);
• date of receipt;
• information about admission: “Hired for the position ...” (in this case, the structural division of the company is indicated if its name is mentioned in the employment contract);
• details of the document on the basis of which the employee is hired (order, directive of the manager).

If a work record book is being created for the first time, the employee may request the personnel officer to make a record of studying at the inpatient department of a university, serving in the army, or another period included in the length of service if the employee is hired after that.

In the event that the employee brought documents about military service after the entry about admission was made in the book, then the entry about military service is entered after.

The procedure for storing and issuing a work book to an employee

A work book for a new employee is issued in any case, regardless of whether he is an adult or not. The book is kept by the employer and while the employee is in an employment relationship with him, it is not issued to the employee. If an employee needs to provide a work record book to one or another body, he should write an application for a copy of the work record or an extract from it. The employer is obliged to respond to the employee’s application and issue the required documents. The authorities do not have the right to request the original document.

Lost work book

If the loss of the book was due to the fault of the employer, then he will be obliged to restore the document. The employee is issued a duplicate of the work record, and all information about the length of service and other entries in the record book are restored. The current employer undertakes all requests to the required services and previous employers; he also pays the necessary expenses.

If the loss of the book was due to the fault of the employee, the employer issues a duplicate book upon application. And all the data in the book is restored using documents and certificates obtained by the employee.

Answers to common questions

Question: Does an employee need to apply for a work permit for the first time?

Answer: The legislation does not provide for such requirements. However, such rules may be provided for by the employer’s internal regulations.

Question: Why can’t an employee buy a work form on his own, because in any case money will need to be withheld from him?

Answer: By purchasing a work form at a kiosk or stall, an employee may purchase a copy of the book that does not meet established standards or was manufactured by a company that does not have the right to issue such forms.

A work book is a document that confirms the labor activity of a citizen of the Russian Federation. Registration of a work record book, as well as its maintenance and storage, is the direct responsibility of the personnel department of enterprises (organizations, firms, companies). Today, questions about the correct execution of work records are as relevant as before, because the employee’s future pension depends on this.

Registration of the first work book

If you are hiring a young specialist who is employed for the first time, then you will probably have a question about how to properly draw up a work book for the first time.

The design should begin with the title page. It indicates:

1. in accordance with passport data, last name, first name, patronymic and date of birth of the future employee)
2. specialty and education (based on the provided educational document))
3. date of filling out the book)
4. signatures and transcripts thereof from the HR department employee and the future employee.

The final stage of registration of the title page is the certification of the book with the seal of the enterprise. After all the above steps, they proceed to filling out information about hiring.

All entries are made in one color (black, blue or purple), as well as one type of pen (ballpoint or gel). Dates are written in Arabic numerals, and all entries are made in legible handwriting and in full (no abbreviations).

How is a work book prepared?

In order for the work book to be completed correctly, you need to carefully and accurately fill out each column. The first step is to place a company stamp with the full name and address on the job details page. If such a stamp is missing, then all information about the organization is recorded manually.

1. indicate the entry number in order)
2. enter the recording date)
3. make a record of hiring (later on transfer, dismissal, etc.) in full wording)
4. After this entry, the employee’s signature is placed, indicating familiarization with the entry made)
5. indicate the number, date and name of the document that served as the basis for the entry.

The next stage of registration of the work book will be entering information about awards and titles, which must be confirmed by an order, diploma or other document. In addition, it is necessary to note for what and by whom the employee was awarded. Cash bonuses are not included in the work book.

If there is no space in this section for new entries, then you need to paste in an insert. Under no circumstances should the section be continued on other sheets intended for recording other information.

Corrections and changes in the work book

When making changes or corrections, it is not permitted to paint over or erase incorrect entries. The inscription “Believe the Corrected” is also not allowed. Any changes to records are made at the last place of work.

If a change is made on the title page, then the previous surname is crossed out with one line. New data is written on top. Records of the documents that served as the basis for the correction are made on the inside cover of the book and certified by the signature of the employer and the seal of the enterprise. Subsequent changes or additions will be made below this entry without crossing out the previous one.

If the mistake was made at a previous place of work, the correction is carried out after receiving an official document from the former employer. It must be remembered that correct data can be recorded only after previous entries have been invalidated.

Liner filing

If, when filling out your work book, you run out of space in one of the sections, then you will have to sew in an insert. When work books with an insert are prepared, it is pasted directly into the section in which the entry needs to be made, or at the very end of the book. After the insert is issued, a mark is made on the work book informing about its issuance, and the number and series of the insert are also affixed. It is also necessary to take into account the fact that the insert itself without a booklet is considered invalid.

Registration of a duplicate

If an employee reports the loss of a work book, then you need to not only re-issue the work book, but issue a duplicate of it. After submitting the application, the HR department must provide a duplicate no later than 15 working days.

The duplicate indicates:

• information about the employee’s total length of service before being hired by the current employer)
• information about work and awards included in the work book.

A duplicate can also be issued if there is a record of an employee’s dismissal or transfer to another place of work, which is subsequently declared invalid. In such a case, all previously made entries must be transferred to the new book, except for the line that was declared invalid.

The title page of the book is stamped “Duplicate” or a similar entry is made manually.

Registration of information about part-time work

A record of termination of a part-time employment contract is made by the employer from the main place of work. He has no right to make other records that relate to part-time work. However, entries about temporary work are rarely made in the work book. Such work is usually formalized by contract.

Registration of transfer to another permanent place of work

During the dismissal of an employee due to transfer to another permanent place of work at another enterprise, an entry is made in the book in the third column of the work information section. It must indicate the procedure for making the transfer: with the consent of the employee or at his personal request.

At the new place of work, a record is made in the same section that the employee has been accepted by transfer.

If an employee resigns in connection with a transfer to an elective position at another enterprise, then in the work book it is necessary to indicate the reason for the dismissal (transfer), the name of the enterprise, as well as a link to the clause of the Labor Code of the Russian Federation.

Issuance of work books

The work book is given to the employee on the day of dismissal. If for some reason the employee was unable to pick up the work book or refused to pick it up, then he is sent a notification that the employee must come for the book or agree to send it by mail.

From the moment the notification is sent, the enterprise is relieved of responsibility for the delay in issuing the work book. The next time the employee applies, the book will be issued to him within 3 days.

If the issuance of a work book is delayed due to the fault of the employer, he is obliged to compensate the employee for the money not received during the delay. In such a case, the day the book is issued is considered the day of termination of work. The new day of dismissal is formalized by an order and a corresponding entry in the work book. A previously made dismissal record is considered invalid.

If an employee passes away, the work book is given to relatives against signature, or is sent by mail after they submit an application.

Correct use of seals

How to issue a work book without using stamps? Of course not. Sometimes employers put too many seals or completely forget about them. Each entry in the work book is certified by the seal of the enterprise.

Previously, work books were stamped by the HR department. According to the new Rules, the use of such a seal is invalid.

Features of registration of work books for individual entrepreneurs

Unlike enterprises, individual entrepreneurs enter data on all changes related to the employee’s activities at the time they occur. That is, if at an enterprise an entry about hiring is made in the work book after five days, then the individual entrepreneur makes this entry on the first day of work of the new employee.

When filling out the information about awards section, the full name of the individual entrepreneur is indicated at the beginning as a heading. Then the serial number of the entry is entered and only then the data on the awards and the documents confirming them are entered.

When an employee is dismissed, a corresponding entry is made in the work book, the basis of which is an order. The date of entry and the entry itself must be identical to the text of the order.

To correctly register a work record book, you must not only correctly indicate the reason for dismissal, but also the article of the Labor Code of the Russian Federation providing for such an entry.

If an individual entrepreneur hires a young specialist who does not have a work book, then he needs to create a book for such an employee himself. The employee is obliged to reimburse the cost of the book by depositing money into the cash register or this amount will be deducted from his salary (with written permission).

It should be noted that the name of the individual entrepreneur is written down in full in the work book. For example: “Individual entrepreneur Semyon Petrovich Zakharov.”

The work book is one of the main personnel documents. Based on the entries in it, the following are determined: the nature of the work performed, general and continuous work experience; information giving the employee the right to benefits and advantages when assigning social insurance benefits, paying increased rates and salaries, assigning pensions, including on preferential terms; reasons for transfers to other jobs and dismissals. The work book records data on incentives and awards, indicating the employee’s conscientious attitude to work.

Work with work books is carried out in several stages:

• checking records made on previous jobs
• creation of a work book for employees starting work for the first time
• if necessary, inserting inserts into work books
• making appropriate entries upon admission, transfer, dismissal
• accounting and registration of issuance of work books in hand
• delivery of work records to social security authorities upon retirement of an employee

In order to ideally keep work books, you need to get acquainted with the main postulates of maintaining, filling out and storing these documents - the main historians of our work activities.

Work books must be maintained in all organizations, regardless of the form of ownership, for each employee who has worked in the organization for more than five days, if the work in this organization is the main one for the employees. As the analysis showed, HR officers generally create a work book much later than the deadline established by Art. 66 Labor Code of the Russian Federation.

According to Art. 309 of the Labor Code of the Russian Federation, an employer - an individual does not have the right to make entries in the work books of employees, as well as to draw up work books for employees hired for the first time. And yet, some “private traders” try to “deceive” their employee precisely according to the work book. Having taken it, they promise to fill it in upon termination of the employment relationship with the employee, which, of course, is a violation of labor laws. This entry, of course, will subsequently be declared invalid. So, dear private entrepreneurs, do not try to fill out a work book for your employee, but rather enter into an employment contract with him in the full form provided for by labor legislation.

The procedure for maintaining, filling out and storing work books is provided for by the 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 N 225 (as amended on February 6, 2004) ( hereinafter - the Rules)) and Instructions for filling out work books (approved by Resolution of the Ministry of Labor of the Russian Federation of October 10, 2003 N 69 (hereinafter - the Instructions)).

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, and not in a month or when the employee suddenly needs a copy of the work book.

When registering the work book, the following information about the employee is entered:

• last name, first name, patronymic, date of birth (day, month, year) - on the basis of a passport or other identity document. Clause 2.1 of the Instructions prohibits replacing first and middle names with initials. You must be careful when writing names such as Natalya and Natalia, etc.
• 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). Instructions for filling out work books offer the following options for recording education: basic general, secondary general, primary vocational, higher vocational, postgraduate vocational education

All entries about 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 exactly correspond to the text of the order (instruction).

All entries in the work book are made without any abbreviations and have their own serial number within the corresponding section.

Entries of dates in all sections of work books are made in Arabic numerals (day and month - two digits, year - four digits). For example, if an employee was hired on May 8, 2005, an entry is made in the work book: “05/08/2005”.

Entries are made carefully, using a fountain or gel pen, a rollerball pen (including a ballpoint pen), light-resistant ink (paste, gel) in black, blue or purple, and without any abbreviations. For example, it is not allowed to write "pr." instead of "order", "dispatch." - instead of "order", "trans." instead of "translated" etc.

After filling out the work book in accordance with clause 2.2 of the Instructions, the employee certifies the correctness of the entries made with his signature on the first page. We draw your attention to the fact that he only puts his signature; no additional information like “I have read the records” should be entered.

A personnel service employee or other official authorized to maintain work records will sign below.

The organization's seal is placed in the lower left corner of the title page of the work book.

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 a signature in his personal card, which repeats the entry made in the work book.

In the sections “Information about work” and “Information about awards” of the work book, crossing out previously made inaccurate, incorrect or other invalid entries is not allowed.

In the same manner, a record of dismissal or transfer to another permanent job is invalidated if the dismissal or transfer is recognized as illegal by the employer, the control and supervisory body, the labor dispute resolution body or the court and reinstatement to the previous job or the wording of the reason for dismissal is changed. For example: “The entry for number so-and-so is invalid, reinstated to previous job.” If the wording of the reason for dismissal is changed, an entry is made: “The entry for number so-and-so is invalid, dismissed (new wording is indicated).” Column 4 makes reference to the order (instruction) or other decision of the employer on reinstatement or changing the wording of the reason for dismissal.

If there is an entry in the work book about dismissal or transfer to another permanent job, which is subsequently declared invalid, upon the written application of the employee, a duplicate work book is issued without making an entry declared invalid. In this case, in the upper right corner of the first page of the duplicate work book, the inscription: “Duplicate” is made. On the first page (title page) of the previous work book it is written: “Instead, a duplicate was issued,” indicating its series and number.

If an incorrect or inaccurate entry in the work book is identified, it is corrected at the place of work where the corresponding entry was made, or by the employer at the new place of work on the basis of an official document of the employer who made the error. In this case, the employer is obliged to provide the employee with the necessary assistance when applying.

If the organization that made an incorrect or inaccurate entry is reorganized, the correction is made by its legal successor, and in the event of liquidation of the organization - by the employer at the new place of work on the basis of the relevant document.

The corrected information must fully comply with the document on the basis of which it was corrected. In the event of the loss of such a document or its discrepancy with the work actually performed, correction of information about the work is carried out on the basis of other documents confirming the performance of work not specified in the work book.

Witness testimony cannot serve as a basis for correcting previously made entries, with the exception of entries in respect of which there is a court decision.

Let's take a closer look at filling out the work book.

In column 3 of the “Work Information” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any).

Under this heading, in column 1, the serial number of the entry being made is indicated; in column 2, the date of employment is indicated.

In column 3, an entry is made about acceptance or appointment to a structural unit of the organization, indicating its specific name (if the condition of working in a specific structural unit is included in the employment contract as an essential one), the name of the position (job), specialty, profession indicating qualifications, and Column 4 contains the date and number of the order (instruction) or other decision of the employer, according to which the employee was hired. Records of the name of a position (job), specialty, profession indicating qualifications are made, as a rule, in accordance with the organization’s staffing table. If, in accordance with federal laws, the performance of work in certain positions, specialties or professions is associated with the provision of benefits or the presence of restrictions, then the names of these positions, specialties or professions and the qualification requirements for them must correspond to the names and requirements provided for in the relevant qualification reference books.

Some personnel officers have a serious question when filling out this information: in what cases is an entry “appointed” made in the work book, and in what cases is it “accepted”? There are no clear recommendations on this matter in the legislation. In accordance with Art. 68 of the Labor Code of the Russian Federation, employment is formalized by an order (instruction) of the employer, issued on the basis of a concluded employment contract. In the unified form N T-1 of this order (instruction) (orders will be discussed a little later) it is indicated precisely “hiring of an employee.” Based on the order (instruction) on hiring and with reference to its details, a corresponding entry is made in the employee’s work book.

According to Art. 19 of the Labor Code of the Russian Federation, labor relations may arise as a result of appointment to a position or confirmation in a position in cases provided for by law, other regulatory legal act or charter (regulations) of the organization. For example, in accordance with the charter of the organization, an employment contract with the manager is concluded after his appointment to the position (Article 275 of the Labor Code of the Russian Federation). In this case, it is necessary to make an entry in the work book that the employee is appointed to the position, with reference to the document in accordance with which the appointment took place.

Changes and additions made in the prescribed manner to qualification reference books and the organization's staffing table are brought to the attention of employees, after which appropriate changes and additions are made to their work books on the basis of an order (instruction) or other decision of the employer.

At the request of the employee, information about part-time work is recorded in the work book at the place of main work on the basis of a document confirming part-time work.

An entry about dismissal (termination of an employment contract) in the employee’s work book is made in the following order: in column 1 the serial number of the entry is entered; Column 2 indicates the date of dismissal (termination of the employment contract); in column 3 an entry is made about the reason for dismissal (termination of the employment contract); Column 4 indicates the name of the document on the basis of which the entry was made - an order (instruction) or other decision of the employer, its date and number.

The date of dismissal (termination of an employment contract) is considered the last day of work, unless otherwise provided by federal law, an employment contract or an agreement between the employer and employee.

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.

It should be noted that the use of the verb “dismiss” is not entirely correct. There is no such concept in the Labor Code of the Russian Federation, there is termination (termination) of an employment contract, and, in our opinion, it is time to draw up work books in a new way and replace the phrase “dismiss at one’s own request” with “terminate the employment contract on the basis of...”. And also one more observation: abbreviations - clause - clause, article - art., Labor Code - Labor Code - are now unacceptable. When filling out a work book, the words “item”, “article”, “Labor Code” are now written in full.

Upon termination of an employment contract on the grounds provided for in Art. 77 of the Labor Code of the Russian Federation (except for cases of termination of an employment contract at the initiative of the employer and due to circumstances beyond the will of the parties (clauses 4 and 10 of Article 77 of the Labor Code of the Russian Federation)), an entry about the termination (termination) of the employment contract with a link is made in the work book to the corresponding paragraph of this article.

When terminating an employment contract at the initiative of the employer, an entry about the termination of the employment contract is made in the work book with reference to the relevant paragraph of Art. 81 Labor Code of the Russian Federation.

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 Art. 83 Labor Code of the Russian Federation.

When an employment contract is terminated on other grounds provided for by the Labor Code of the Russian Federation or other federal laws, an entry about the termination (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.

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 is deprived of the right to hold. (what activities are deprived of the right to engage in).

The following entry is also made in the work book at the place of work (indicating the relevant documents):

• on the time of military service, as well as on the time of service in internal affairs bodies, tax police bodies, authorities for control over the circulation of narcotic drugs and psychotropic substances and customs authorities
• about the time of training in courses and schools for advanced training, retraining and training. I. Murnina has her own opinion on this matter. She believes that there should be no entries in work books about the completion of courses, since the large number of such entries sometimes leads to difficulties in calculating total and continuous experience and can easily provoke an increase in the number of counting errors. Therefore, it is permissible to make only entries in the employee’s work book about long-term training, long internships, and the assignment of a certain qualification. And we agree with her

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.

When continuous work experience is restored in accordance with the established procedure, a record of the restoration of continuous work experience is made in the employee’s work book at the last place of work indicating the corresponding document.

The following information about awards (incentives) for labor merits is entered into the work book:

• on the awarding of state awards, including the conferment of state honorary titles, on the basis of relevant decrees and other decisions
• on awarding certificates of honor, conferring titles and awarding badges, badges, diplomas, certificates of honor, produced by organizations
• on other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, internal labor regulations of the organization, charters and regulations on discipline

Changes to entries in work books about surname, name, patronymic and date of birth are made on the basis of a passport, birth certificate, marriage certificate, divorce, change of surname, name, patronymic and other documents and with reference to their number and date.

These changes are indicated on the first page (title page) of the work book. The previous surname or first name, patronymic, date of birth are crossed out with one line and new data is recorded. Links to the relevant documents are made on the inside cover of the work book and certified by the signature of the employer or a person specially authorized by him and the seal of the organization (or the seal of the personnel service).

Changes (additions) on the first page (title page) of the work book of entries about new education, profession, specialty obtained are made by adding existing entries (if they already exist) or filling out the corresponding lines without crossing out previously made entries.

A person who has lost his work book must immediately notify the employer at his last place of work. The employer issues a duplicate work book to the employee no later than 15 days from the date the employee submits the application.

When registering a duplicate work book, the following is included in it:

• information about the general and (or) continuous work experience of the employee before joining this organization, confirmed by relevant documents
• information about work and rewards (promotions) that were entered into the work book at the last place of work

If the documents on the basis of which entries were made in the work book do not contain complete information about work in the past, only the information available in these documents is entered into the duplicate work book.

If there is an entry in the work book about dismissal or transfer to another job that is declared invalid, the employee, upon his written application, is issued a duplicate work book at his last place of work, into which all entries made in the work book are transferred, with the exception of the entry declared invalid.

The work book is drawn up in the prescribed manner and returned to its owner.

A duplicate of the work book is issued in the same manner if the work book (insert) has become unusable (burnt, torn, stained, etc.).

In the event of a massive loss by an employer of the work records of employees as a result of emergency situations (ecological and man-made disasters, natural disasters, mass riots and other emergency circumstances), the length of service of these employees is established by the length of service commission created by the executive authorities of the constituent entities of the Russian Federation. The composition of such a commission includes representatives of employers, trade unions or other representative bodies authorized by employees, as well as other interested organizations.

Establishment of the fact of work, information about the profession (position) and periods of work in this organization is carried out by the commission on the basis of documents available to the employee (certificate, union card, trade union member registration card, pay book, etc.), and in case of their absence - based on the testimony of two or more witnesses who know the employee from joint activities with him in the same organization or in the same system.

If the employee has already worked before joining this organization, the commission takes measures to obtain documents confirming this fact.

Based on the results of the commission’s work, a report is drawn up, which indicates the periods of work, profession (position) and length of service of the employee.

The employer, based on the commission’s act, issues the employee a duplicate work book.

If the documents have not been preserved, the length of service (including that established on the basis of witness testimony) can be confirmed in court.

When an employee is dismissed (termination of an employment contract), all entries made in his work book during his work in this organization are certified by the signature of the employer or the person responsible for maintaining work books, the seal of the organization (personnel service) and the signature of the employee himself.

If the work book was filled out in the state language of the Russian Federation and in the state language of the republic within the Russian Federation, both texts are certified.

The employer is obliged to issue the employee on the day of dismissal (the last day of work) his work book with a record of dismissal included in it.

If there is a delay in issuing a work book to an employee due to the fault of the employer, or if the reason for the employee’s dismissal is entered into the work book incorrectly or does not comply with federal law, the employer is obliged to compensate the employee for the earnings he did not receive during the entire delay. In this case, the day of dismissal (termination of the employment contract) is considered the day the work book is issued. On the new day of dismissal of the employee (termination of the employment contract), an order (instruction) of the employer is issued, and an entry is made in the work book. A previously made entry about the day of dismissal is considered invalid.

If on the day of the employee’s dismissal (termination of the employment contract) it is impossible to issue a work book due to the employee’s absence or his refusal to receive the work book in hand, the employer sends the employee a notice of the need to appear for the work book or agree to send it by mail . Sending a work book by mail to the address specified by the employee is permitted only with his consent.

From the date of sending this notification, the employer is released from liability for the delay in issuing a work book to the employee.

In the event of the death of an employee, the work book, after making an appropriate entry on the termination of the employment contract, is handed over to one of his relatives against signature or sent by mail upon the written application of one of the relatives.

If all the pages of one of the sections in the work book are filled in, an insert is sewn into the work book, which is drawn up and maintained by the employer in the same order as the work book.

The insert without a work book is invalid.

When each insert is issued, a stamp is placed in the work book with the inscription “Insert issued” and the series and number of the insert are indicated.

In order to record work books, as well as work book forms and inserts in it, organizations maintain:

• receipt and expense book for accounting of work book forms and inserts in it
• book of movement of work books and inserts in them

After all the entries have been made in the work book, it is necessary to enter information about the hired employee and his work book into the book for recording the movement of work books and inserts in them.

In many organizations, there is no record of work books and the corresponding accounting book is not maintained.

Failure to maintain proper records can lead to serious legal consequences for the employing organization.