II. Maintaining work records

Litigation 27.02.2023

Litigation

Russian Federation

DECREE of the Government of the Russian Federation of April 16, 2003 N 225 (as amended on May 19, 2008) “ON LABOR RECORDS”

dated 02/06/2004 N 51, dated 03/01/2008 N 132, dated 19.05.2008 N 373)

5. The executive authorities of the constituent entities of the Russian Federation must carry out the necessary work to introduce a new sample of work books and inserts into them in organizations located on their territory.

Chairman of the Government
Russian Federation
M. KASYANOV

APPROVED
Government Decree
Russian Federation
dated April 16, 2003
N 225

FORM OF THE EMPLOYMENT BOOK (Cover) Coat of arms of the Russian Federation EMPLOYMENT BOOK (Title page) Coat of arms of the Russian Federation EMPLOYMENT BOOK Last name __________________________________________________________ First name ________________________________________________________________ Middle name __________________________________________________________ Date of birth _________________________________________________ (day, month, year) Education _________________________________________________ _______________________________________________________________ Profession, specialty __________________________________________ Date of completion _________________________________________________ (day) lol, month , year) Signature of the owner of the book __________________________________________ M. P. Signature of the person responsible for maintaining work books _____________________________________ (legible) Information about the work Series and number* (10 spreads)

N records	date			Intelligence about admission to work, translation to another constant work, qualifications, dismissal (indicating reasons and reference per article, point of law)	Name, date and number document, based which is entered recording
N records	number	month	year
1	2			3	4

Information about the award Series and number (10 spreads)

N records	date			Intelligence about awarding (encouragement)	Name, date and number document, based whom entry made
N records	number	month	year	Intelligence about awarding (encouragement)	Name, date and number document, based whom entry made
1	2			3	4

*The series and number are indicated on one of the four pages of each unfolded sheet of the work book.

APPROVED
Government Decree
Russian Federation
dated April 16, 2003
N 225

FORM OF INSERTS IN THE EMPLOYMENT BOOK INSERTS IN THE EMPLOYMENT BOOK (without a work book is not valid) Coat of Arms of the Russian Federation Last name __________________________________________________________ First name ________________________________________________________________ Middle name __________________________________________________________ Date of birth _________________________________________________ (day, month, year) Education _________________________________________________ Profession, specialty __________________________________________ ________________________________________________________________ Date of completion _________________________________________________ (day, month, year) month, year ) Signature of the owner of the book ________________________________________ Signature of the person responsible for maintaining work books M.P. _________________________________ (legible) The insert in the work book is made according to the approved form of the work book. Insert volume: “Information about work” - 9 spreads, “Information about awards” - 8 spreads.

APPROVED
Government Decree
Russian Federation
dated April 16, 2003
N 225

RULES FOR MAINTENANCE AND STORAGE OF EMPLOYMENT RECORDS, PRODUCTION OF EMPLOYMENT RECORDS FORMS AND PROVIDING THEM TO EMPLOYERS

(as amended by Resolutions of the Government of the Russian Federation dated 02/06/2004 N 51, dated 03/01/2008 N 132, dated 19.05.2008 N 373)

1. These Rules establish the procedure for maintaining and storing work books, as well as the procedure for producing work book forms and providing employers with them.

2. The work book is the main document about the employee’s work activity and length of service.

3. The employer (with the exception of employers - individuals who are not individual entrepreneurs) maintains work books for each employee who has worked for him for more than five days, if the work for this employer is the main one for the employee.

An employer - an individual who is an individual entrepreneur - is obliged to keep work books for each employee in the manner established by the Labor Code of the Russian Federation and other regulatory legal acts of the Russian Federation.

An employer - an individual who is not an individual entrepreneur - does not have the right to make entries in the work books of employees and draw up work books for employees hired for the first time.

dated 01.03.2008 N 132)

4. The work book contains information about the employee, the work he performs, transfer to another permanent job and the dismissal of the employee, as well as the grounds for termination of the employment contract and information about rewards for success in work.

5. Information about penalties is not entered into the work book, except in cases where the disciplinary sanction is dismissal.

6. Work books are kept in the state language of the Russian Federation, and on the territory of a republic within the Russian Federation that has established its own state language, registration of work books can, along with the state language of the Russian Federation, be carried out in the state language of this republic.

7. The employer is obliged, upon a written application from the employee, no later than three working days from the date of its submission, to give the employee a copy of the work book or an extract from the work book certified in the prescribed manner.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

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.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

The form of the personal card is approved by the Federal State Statistics Service.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

13. The work book is filled out in the manner approved by the Ministry of Health and Social Development of the Russian Federation.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

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 employment contract) with reference to the relevant paragraph of part one of this article.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

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 relevant paragraph of Article 81

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;

(as amended by Decree of the Government of the Russian Federation dated May 19, 2008 N 373)

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;

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

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.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

25. Entries on bonuses provided for by the remuneration system or paid on a regular basis are not entered into work books.

26. Changes in records about the last name, first name, patronymic and date of birth, as well as about the education, profession and specialty of the employee are made by the employer at the last place of work on the basis of a passport, birth certificate, marriage, divorce, change of last name, first name, patronymic and other documents.

27. 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 an incorrect or inaccurate entry in the work book was made by the employer - an individual who is an individual entrepreneur, and his activities are terminated in the prescribed manner, the correction is made by the employer at the new place of work on the basis of the relevant document.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

29. 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, as well as the cases provided for in paragraph 34 of these Rules.

30. In sections of the work book containing information about work or information about awards, crossing out inaccurate or incorrect entries is not allowed.

Changing entries is made by invalidating them and making correct entries.

The same procedure is used to change the record of an employee’s dismissal (transfer to another permanent job) if the dismissal (transfer) is declared illegal.

31. 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.

32. When preparing a duplicate work book, carried out in accordance with these Rules, the following are entered into it:

a) information about the employee’s total and (or) continuous work experience before joining this employer, confirmed by relevant documents;

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

b) information about work and rewards (incentives) that were entered into the work book at the last place of work.

The total length of service is recorded in total, that is, the total number of years, months, days of work is indicated without specifying the employer, periods of work and positions of the employee.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

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.

33. If there is an entry in the work book about dismissal or transfer to another job that has been 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.).

Establishment of the fact of work, information about the profession (position) and periods of work for a given employer 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 through joint activities with him or her at the same employer or in the same system.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

If the employee had already worked for this employer before joining, the commission takes measures to obtain documents confirming this fact.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

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, work experience, including that established on the basis of witness testimony, can be confirmed in court.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

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 invalid in the manner prescribed by these Rules.

36. If on the day of dismissal of an employee (termination of an 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.

37. In the event of the death of an employee, the work book, after making an appropriate entry in it about 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.

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

An insert without a work book is invalid.

39. 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.

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

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

a) a receipt and expenditure book for recording the forms of the work book and the insert in it;

b) a book for recording the movement of work books and inserts in them.

The forms of these books are approved by the Ministry of Health and Social Development of the Russian Federation.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

41. In the receipt and expenditure book for accounting of work book forms and the insert in it, which is maintained by the accounting department of the organization, information is entered on all operations related to the receipt and expenditure of work book forms and the insert in it, indicating the series and number of each form.

In the book of accounting for the movement of work books and inserts in them, which is maintained by the personnel service or other division of the organization that processes the hiring and dismissal of workers, all work books accepted from employees upon joining are registered, as well as work books and inserts in them, indicating the series and numbers issued to employees again.

Upon receipt of a work book in connection with dismissal, the employee signs on the personal card and in the book for recording the movement of work books and inserts in them.

The receipt and expenditure book for recording the forms of the work book and the inserts in it and the book for recording the movement of work books and inserts in them must be numbered, laced, certified by the signature of the head of the organization, and also sealed with a wax seal or sealed.

42. Forms of the work book and its insert are stored in the organization as documents of strict accountability and are issued to the person responsible for maintaining work books at his request.

At the end of each month, the person responsible for maintaining work books is obliged to submit to the organization’s accounting department a report on the availability of work book forms and the inserts in them and on the amounts received for issued work books and inserts in them, with the attachment of the receipt order of the organization’s cash desk. Work book forms and the insert in it that are damaged when filling out are subject to destruction and the corresponding act is drawn up.

43. Work books and duplicates of work books not received by employees upon dismissal or in the event of the death of an employee by his immediate relatives are stored until required by the employer (in an organization or by an individual who is an individual entrepreneur) in accordance with the requirements for their storage established by law Russian Federation about archival affairs.

(as amended by Decree of the Government of the Russian Federation dated March 1, 2008 N 132)

44. The employer is obliged to constantly have in stock the required number of work book forms and inserts into it.

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.

46. The production of work book forms and the insert in it and the provision of them to employers on a paid basis are carried out in the manner approved by the Ministry of Finance of the Russian Federation.

The forms of the work book and its insert have the appropriate degree of protection.

47. When issuing a work book or an insert to it to an employee, the employer charges him a fee, the amount of which is determined by the amount of expenses for their acquisition, except for the cases provided for in paragraphs 34 and 48 of these Rules.

48. If the initial filling of the work book or the insert in it is incorrect, as well as if they are damaged through no fault of the employee, the cost of the damaged form is paid by the employer.

---

In accordance with Article 66 of the Labor Code of the Russian Federation, the Government of the Russian Federation decides:

1. Approve the attached:

the form of the work book and the form of the insert in the work book;

Rules for maintaining and storing work books, preparing work book forms and providing them to employers.

Work books of a previously established form that employees have are valid and cannot be exchanged for new ones.

3. To the Ministry of Finance of the Russian Federation:

a) approve samples of the work book and its insert, as well as the technical requirements for the production of their forms;

b) ensure at subordinate enterprises the production of work book forms and an insert in it according to a single sample;

c) approve the procedure for providing employers with work book forms and inserts therein.

4. To the Ministry of Labor and Social Development of the Russian Federation:

a) approve instructions for filling out work books;

b) ensure proper control over the timely and correct maintenance and storage of work books;

c) provide explanations on the application of the Rules approved by this resolution.

Chairman of the Government
Russian Federation
M. KASYANOV

APPROVED
Government Decree
Russian Federation
dated April 16, 2003
N 225

N records	date			Intelligence about admission to work, translation to another constant work, qualifications, dismissal (indicating reasons and reference per article, point of law)	Name, date and number document, based which is entered recording
N records	number	month	year
1	2			3	4

Information about the award Series and number (10 spreads)

N records	date			Intelligence about awarding (encouragement)	Name, date and number document, based whom entry made
N records	number	month	year	Intelligence about awarding (encouragement)	Name, date and number document, based whom entry made
1	2			3	4

The main document confirming the length of service of any employee is a work book (either paper or electronic). Therefore, when applying for employment, all employers require the applicant to provide the appropriate identification as part of the documentation package. From the moment of official hiring, this document becomes available to employers. Therefore, it is he who is responsible for maintaining and storing this documentation.

The exact rules that authorized employees must follow when filling out and recording are specified in a special Government Decree. Attention should be paid to the fact that the list of rules presented in the relevant legal acts is mandatory for compliance by any organization.

Rules for maintaining and storing work books Law 225 of April 16, 2003

When studying the rules for maintaining and storing work books, preparing work book forms and providing them to employers, you need to start with general provisions. It is in the initial section of this legal act that it is noted that the work book is the primary document of a citizen, which marks the stages of his professional activity. In addition, the need to follow the rules according to which the following information is required is indicated:

About the workers themselves;
About the professional activities he performs;
About transfers, possible rewards and dismissals;
Other information related to the work process.
Based on existing rules, information about disciplinary action (if it is not about dismissal) is not recorded in this type of documentation.

Instructions on the procedure for maintaining work books

In accordance with the rules outlined in this legal act, registration and proper maintenance of a work book is the responsibility of the citizen’s first manager. The personnel department of the relevant enterprise is required by law to issue a worker’s work certificate within a week after employment. The employee’s full name is immediately recorded, as well as information about his date of birth and degree of education.

The grounds for filling out the fields intended for records of the place of professional activity are orders of the managing person. In accordance with the law, it is prohibited to shorten entries in a work ID. Before entering any data into a subordinate’s certificate, it is necessary to familiarize yourself with the decision made by the employee himself. To clarify the exact wording for various reasons, you should refer to the provisions of the Labor Code of the Russian Federation.

Accounting and storage of work books

This issue is covered in Section 6 of the Decree number 225. An important rule, which is noted in the presented law, is the need to properly maintain and fill out the receipt and expenditure book, as well as the book for recording the movement of work certificates. The forms of these normative documents are officially approved by law.

The previously designated document must provide data on transactions that relate to the receipt of various forms and work book inserts. But in the book of registration of the movement of certificates, you simply need to mention directly the work books that were received by the employees.

Storage and maintenance of forms and all inserts is the direct responsibility of the company management. Within each enterprise, they must belong to the list of strict reporting documents. If, after dismissal, the employee did not pick up his document, then it must be stored until required in the company archives.

Work book - rules for maintaining and issuing upon dismissal

Before dismissing an employee, the manager must check that all entries made by him in the citizen’s work certificate, as well as in the forms, are drawn up in accordance with all the rules. They must be certified by his signatures. The designated document is issued directly on the day of dismissal. The dismissed employee does not need to write any applications to receive it.

If the employer delays issuing documentation, the employee can count on reimbursement for the days of delay. Accordingly, the official day of dismissal will be postponed until the day of issue. The employee also has the right to request the forwarding of this document through the use of postal services.

Making changes and corrections to the work book

The responsible representative who recorded the original information has the right to make changes to certain records. If the company ceases to exist or is reorganized, then this right passes to the legal successor of the company. There must be a documented basis for any corrections. For example, the surname can be changed only if the employer provides a passport. According to existing rules, entries can be replaced not by crossing them out, but by declaring previously entered data invalid and entering new information.

Responsibility for failure to comply with the procedure for maintaining work books

The main responsibility in this matter lies with the employer. He selects, by issuing an order, a specific representative who will be responsible for maintaining, recording, and storing work books in accordance with all legal rules. In case of violation of the established rules, the following penalties may be imposed:

Disciplinary responsibility;
Material;
Criminal.

It all depends on the specific offense.

For example, financial liability occurs when the employer delayed the issuance of documentation, and criminal liability occurs when he intentionally harmed her or stole her. Most often in such situations there are penalties, but in some cases arrest and even imprisonment are allowed.

GOVERNMENT OF THE RUSSIAN FEDERATION

RESOLUTION

About work books

Document with changes made:
Decree of the Government of the Russian Federation of February 6, 2004 N 51 (Collection of Legislation of the Russian Federation N 8, 02/23/2004);
(Rossiyskaya Gazeta, N 55, 03/14/2008);
(Rossiyskaya Gazeta, N 111, 05/24/2008);
(Official Internet portal of legal information www.pravo.gov.ru, 03/29/2013).
____________________________________________________________________

In accordance with Article 66, the Government of the Russian Federation

decides:

1. Approve the attached:

the form of the work book and the form of the insert in the work book;

Rules for maintaining and storing work books, preparing work book forms and providing them to employers.

Work books of a previously established form that employees have are valid and cannot be exchanged for new ones.

3. To the Ministry of Finance of the Russian Federation:

a) approve samples of the work book and its insert, as well as the technical requirements for the production of their forms;

b) ensure at subordinate enterprises the production of work book forms and an insert in it according to a single sample;

c) approve the procedure for providing employers with work book forms and inserts therein.

4. To the Ministry of Labor and Social Protection of the Russian Federation:
(Paragraph as amended, put into effect on April 6, 2013 by Decree of the Government of the Russian Federation dated March 25, 2013 N 257.

a) approve instructions for filling out work books;

b) provide explanations on the application of the Rules approved by this resolution.
(Clause 4 as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132.

Chairman of the Government
Russian Federation
M. Kasyanov

Work book form

APPROVED
Government resolution
Russian Federation
dated April 16, 2003 N 225

Coat of arms
Russian Federation

EMPLOYMENT HISTORY

(Title page)

Coat of arms
Russian Federation

Employment history






	(day month Year)

Profession, specialty ___________________________________________________
Date of completion ___________________________________________________________
		(day month Year)

			Signature of the person responsible for maintaining work records
			___________________________________
			(clear)

Job details

Series and number*

(10 spreads)

________________

* The series and number are indicated on one of the four pages of each unfolded sheet of the work book.


N entries				Information about hiring, transfer to another permanent job, qualifications, dismissal (indicating reasons and reference to the article, clause of the law)

Information about the award


Series and number	(10 spreads)


				Information about awards (promotions)	Name, date and number of the document on the basis of which the entry was made

Form of insert in work book

APPROVED
Government resolution
Russian Federation
dated April 16, 2003 N 225

INSERT IN THE EMPLOYMENT BOOK
(not valid without a work book)

Coat of arms of the Russian Federation


Surname _________________________________________________________________
Name _____________________________________________________________________
Surname _________________________________________________________________
Date of Birth ____________________________________________________________
	(day month Year)
Education ______________________________________________________________
Profession, specialty _________________________________________________
Date of completion __________________________________________________________
		(day month Year)
Signature of the owner of the book ___________________________________________________

Signature of the person responsible for maintaining work records _______________________
			(clear)
The insert in the work book is made according to the approved form of the work book. Insert volume: “Information about work” - 9 spreads, “Information about awards” - 8 spreads.

Rules for maintaining and storing work books, producing work book forms and providing them to employers

APPROVED
Government resolution
Russian Federation
dated April 16, 2003 N 225

I. General provisions

1. These Rules establish the procedure for maintaining and storing work books, as well as the procedure for producing work book forms and providing employers with them.

2. The work book is the main document about the employee’s work activity and length of service.

An employer - an individual who is an individual entrepreneur - is obliged to keep work books for each employee in the manner established by other regulatory legal acts of the Russian Federation.

5. Information about penalties is not entered into the work book, except in cases where the disciplinary sanction is dismissal.

7. The employer is obliged, upon a written application from the employee no later than three working days from the date of its submission, to issue the employee a copy of the work book or an extract from the work book certified in the prescribed manner (clause supplemented on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132 .

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;

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

12. With each entry made in the work book about the work performed, transfer to another permanent job and dismissal, the employer is obliged to familiarize its owner with a signature in his personal card, which repeats the entry made in the work book (paragraph as amended, put into effect from March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132.

The form of the personal card is approved by the Federal State Statistics Service (paragraph as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132.

13. The work book is filled out in the manner approved by the Ministry of Labor and Social Protection of the Russian Federation.
(Clause as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132 by Decree of the Government of the Russian Federation dated March 25, 2013 N 257.

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

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 clause of part one of the said article (clause as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132.

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 bodies of the criminal executive system, tax police bodies, bodies for control of the circulation of narcotic drugs and psychotropic substances and customs authorities (subparagraph as amended, put into effect on June 1, 2008 by Decree of the Government of the Russian Federation of May 19, 2008 N 373;

b) about the time of training in courses and schools for advanced training, retraining and training.

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 (subparagraph as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132;

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 (subparagraph as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation of March 1, 2008 N 132.

25. Entries on bonuses provided for by the remuneration system or paid on a regular basis are not entered into work books.

III. Making changes and corrections to the work book. Duplicate work book

28. If an 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.

If an incorrect or inaccurate entry in the work book was made by an employer - an individual who is an individual entrepreneur, and his activities are terminated in the prescribed manner, the correction is made by the employer at the new place of work on the basis of the relevant document (paragraph additionally included from March 22, 2008 by decree of the Government of the Russian Federation dated March 1, 2008 N 132).

30. In sections of the work book containing information about work or information about awards, crossing out inaccurate or incorrect entries is not allowed.

Changing entries is made by invalidating them and making correct entries.

The same procedure is used to change the record of an employee’s dismissal (transfer to another permanent job) if the dismissal (transfer) is declared illegal.

32. When preparing a duplicate work book, carried out in accordance with these Rules, the following are entered into it:

a) information about the employee’s total and (or) continuous work experience before joining this employer, confirmed by relevant documents (subparagraph as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation of March 1, 2008 N 132;

b) information about work and rewards (incentives) that were entered into the work book at the last place of work.

The total length of service is recorded in total, that is, the total number of years, months, days of work is indicated without specifying the employer, periods of work and positions of the employee (paragraph as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation of March 1, 2008 N 132 .

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.

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.).

34. 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 for a given employer 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 the event of their absence - based on the testimony of two or more witnesses who know the employee through joint activities with him at one employer or in one system (paragraph as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132.

If the employee had already worked before joining this employer, the commission takes measures to obtain documents confirming this fact (paragraph as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132.

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, work experience, including that established on the basis of witness testimony, can be confirmed in court.

IV. Issuance of a work book upon dismissal (termination of an employment contract)

35. When dismissing an employee (terminating an employment contract), all entries made in his work book during his work with this employer are certified by the signature of the employer or the person responsible for maintaining work books, the seal of the employer and the signature of the employee himself (except for the cases specified in paragraph 36 of these Rules) (paragraph as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132.

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.

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

V. Insert in the work book

An insert without a work book is invalid.

39. 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.

VI. Accounting and storage of work books

40. In order to record work books, as well as work book forms and inserts in it, employers keep (paragraph as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132:

a) a receipt and expenditure book for recording the forms of the work book and the insert in it;

b) a book for recording the movement of work books and inserts in them.

The forms of these books are approved by the Ministry of Labor and Social Protection of the Russian Federation.
(Paragraph as amended, put into effect on March 22, 2008 by Decree of the Government of the Russian Federation dated March 1, 2008 N 132; as amended by Decree of the Government of the Russian Federation dated March 25, 2013 N 257.

Upon receipt of a work book in connection with dismissal, the employee signs on the personal card and in the book for recording the movement of work books and inserts in them.

42. Forms of the work book and its insert are stored in the organization as documents of strict accountability and are issued to the person responsible for maintaining work books at his request.

44. The employer is obliged to constantly have in stock the required number of work book forms and inserts into it.

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.

VIII. Production of work book forms and provision of them to employers

The forms of the work book and its insert have the appropriate degree of protection.

48. If the initial filling of the work book or the insert in it is incorrect, as well as if they are damaged through no fault of the employee, the cost of the damaged form is paid by the employer.

Revision of the document taking into account
changes and additions prepared
JSC "Kodeks"

Labor relations develop between employees and employers. Cooperation between both parties is regulated by law. Partnership relations, rights and responsibilities in the labor sphere, and the nature of work activities are documented.

Work book - what is it and what is it for?

A work book is a personal document that reflects the length of service, quality, duration of work at each place of employment, and information about the nature of a person’s activity.

Valid samples are from 1938, 1973, 2003, 2004; they fully participate in working circulation and do not need to be replaced.

The document is required for:

actual display of work activity;
informing the employer about the reasons for the employee’s dismissal, the length of his service, awards, reprimands, etc.;
realization of rights to pension provision in the future.

Review of legislation

Legislative acts regulate the norms and rules in accordance with which the work book is drawn up, these include:

Labor Code of the Russian Federation. The provisions of the Labor Code of the Russian Federation clarify the concept of “work book”, define the employer’s responsibilities for maintaining and storing personal documents, and regulate the procedure and principles for their preparation. The Labor Code is a reference book for a good personnel officer.
Code of the Russian Federation ( Code of Administrative Offenses) about administrative offenses. The document contains standards that make it possible to determine the level of responsibility for non-compliance with the rules for handling work books. The inspector of the personnel department or personnel service is guided by the latest version of the law dated December 30. 2001 No. 195-FZ, as amended. dated June 23, 2014.
Government decree " About work books» dated 04/16/2003 No. 225 as amended. dated March 25, 2013. Approves the form and sample of a personal labor document, insert, regulates maintenance and appropriate storage.
The Ministry of Labor initiated the development of the following document. Resolution " On approval of instructions for filling out the TC» dated 10.10.2003 No. 69 defines a strict procedure for filling out sections of work books and an algorithm for correcting errors.

Rules for storing and maintaining work books

Maintaining

Dates

Entries of absolutely all dates are made strictly in Arabic numerals. Format XX – month, day; in format XXXX - year. If a person was hired for a position on July 10, 1990, the entry will be corresponding - “07/10/1990”;

Ink colors

Records are made carefully by the HR inspector using a fountain pen, ballpoint pen, rollerball pen, with ink that is resistant to light and humidity, purple, blue or black. Ink must be presented exclusively in paste form. The opinion about the permissibility of using gel pens is wrong;

Abbreviations are not allowed

Abbreviations in the work book are unacceptable. Records are entered accurately, correctly and in full;

Composition of information

The standards are regulated by the Labor Code:

information about the employee;
the nature of the work performed;
transfer to another place of permanent activity;
dismissal;
grounds for termination of the employment contract;
information about remunerations and incentives.

According to Article IV of the Labor Code, penalties are not included in the document, with the exception of precedents when the main disciplinary sanction is dismissal.

Language

state language of the Russian Federation;
state the language of the republic within the Russian Federation, if this language is officially established.

Compliance with the order

Based on the employer’s order, the following information is entered into the document:

about the activities performed;
about transfer to another type of activity/job;
about the employee’s qualifications;
about dismissal;
about the award.

Deadlines for depositing

the document must be completed and maintained for each employee employed in the organization for more than five days (with the exception of employers who are individuals), if this place of employment is the main one;
all data is entered no later than seven days, in case of dismissal - on the same day;

The responsible person - the HR department inspector - is obliged to meet the deadlines established by law.

Serial number

all entries are without abbreviations, within one section they have their own serial number;

Exceptions

when renaming an organization, columns ӀӀӀ and IV of the document must be filled out. In the section under the heading “Information about work”, in column III, the following entry is made: “Organization X has been renamed X since the date of XX.” The fourth column contains the grounds for renaming - an order, indicating the date and number;
the record of continuous service is not numbered when filling out a duplicate. According to the law, when working with a duplicate document, information about the employee’s continuous work experience before entering the current place of work is entered in the section under the heading “Information about work” in Column III. This is true if the person has already worked before joining this employer. This employment record is not numbered;
The names of employers are not subject to numbering (in the columns “Information about work books”, “Information about work”).

Familiarization of employees with records

the employer is obliged to familiarize the employee working in the organization with each record that relates to the nature of the activity performed, transfer to another position with permanent employment, or dismissal. The owner of the document must sign his personal card, where the entry made in the Labor Code is repeated;
when the employment contract has expired, all entries made in the document during the work activity in this organization are certified. The employer himself or the person responsible for office work and personnel can act as a witness. The document is stamped, signed by the manager, and signed by the employee;
After filling out the title, the employee signs on it in the appropriate line, thereby certifying the correctness of the information entered. Similarly, the signature is affixed to the title of the duplicate, insert.

Persons responsible for maintaining the document

The employer bears the entire range of responsibility. An order or instruction from the employer provides grounds for the appointment of an authorized person to whom all powers and responsibilities for storage, maintenance, accounting and issuance of technical documentation are delegated. This person's signature authority allows all records to be certified;
these persons bear liability regulated by law;
When carrying out inspections, orders and instructions for the appointment of a responsible person are always checked by the State Labor Inspectorate.

Storage

The storage of work records must be organized in a specially designated place, inaccessible to third parties. In almost any organization it is a safe or an iron cabinet with a lock. A special tray or box should be provided for the books themselves.

If documents are damaged during storage, the organization may be subject to penalties. The storage period and accounting of work books is regulated by the following standard documents:

unclaimed TC – 75 years;
TC traffic record book – 75 years old. The book is filled out in the personnel department, by the personnel service, depending on the procedure established in the company. It contains data on TCs accepted for storage and issued;
receipt and expenditure book for accounting of TC forms – 5 years. The document takes into account the number of TCs and inserts for them. The book is issued by the accounting department and displays the consumption of these document forms with the number and series of each. Today, the standard document is losing its relevance, since employees have received the right to purchase work books with their own hands.

Books must be presented in a single, state-approved form. Upon receipt of the technical documentation, the employee leaves a signature on the personal card and logbook. Books are strict reporting forms; they are numbered and endorsed with the signature and seal of the employer.

Video - how to certify the work record book:

How to fill out a work book correctly

Title page

According to the passport data, the employee’s full name is entered without abbreviations. If a change in surname occurs during work, the authorized person makes the correction based on the passport and certificate of change of surname. The previous data is crossed out with one line, the new data is added. The personnel officer writes on the cover a link to the document that served as the basis for the change, certifies the entry with a signature and seal. In some cases, instead of a passport, the personnel officer may be guided by another identification document.
Date of birth – the value is written according to the formula day.month.year.
Education. Data is entered based on the document provided by the employee, without abbreviations. If the employee has increased the level of education or received additional education, the data is replenished without crossing out.
The specialty is written strictly in the nominative case, on the basis of an education document - for example, “salesman”. If an employee enters a place of employment that requires special knowledge or special training, additional documents confirming this knowledge must be present.
Date of completion. After hiring, completion must be completed within five days.
Signature and transcript of the responsible person and employee.
Seal of the organization.

A video that explains how to fill out the cover page of a work book:

Information about hiring

Seal of the organization, details in words. If there is one, its abbreviated name is indicated.
I column. Serial number of the entry. If this is the first entry, put the number “1”, etc.
II column. The date the employee was hired.
Recruited/accepted into “department name” for position “X”. Information is entered in accordance with the staffing schedule. Fits on the same level as the date of admission in column III.
Column IV contains the number and date of the document that became the basis for hiring, usually an order.

Video - how to make notes about work in a work book:

This section displays information about the establishment of an additional profession, assignment of a new category, rank, change of name by the employing organization during reorganization, and part-time work.

Transfer records

If a person is transferred from an external organization, records of dismissal are made in column III “Information about work”, indicating information about the employee’s initiative (if any). Next is a record of admission to a new place of employment, with a note about the implementation of the transfer procedure.
For an internal transfer, it is enough to indicate the new place of employment and the basis for the transfer.

Algorithm for making transfer entries

Column I - entry number - the serial number is entered;
II column. The calendar date is indicated in Arabic numerals;
Column III – record of transfer;
Column IV – number and date of the document that served as the basis for the transfer.

Dismissal

Algorithm for making records of dismissal:

Column I is entered with the serial number of the entry;
Column II – the calendar date of dismissal is indicated in Arabic numerals;
Column III – record of dismissal with reference to Art. Labor Code (in full accordance with the wording of the law);
Column IV - No. and date of the document that served as the basis for dismissal.
seal and signature of the manager or authorized person. Employee signature.

Exceptions: if the employee does not appear to receive the document in hand, the employer sends him a notice of the need to appear and receive the technical documentation or provide consent to its sending by post. Starting from the date of filing the notice, the employer is relieved of responsibility for storing the document.

Part-time job

If the employee shows initiative, a record of part-time work is entered into a document in the personnel department of the main place of employment. The employee must bring the following documents to the HR department:

a copy of the employment agreement certified by the director of the part-time company;
request to make an entry in writing.

How to properly certify a copy

the authorized person makes copies of all pages of the document that contain entries;
the copy sheets are stamped with a stamp, the current date, a resolution “the copy is correct”, and the signature of the HR department inspector or other authorized person. The document must contain a note indicating that the employee is currently working in this position.

A copy of the work book is accepted at the place of request as a document confirming the person’s employment.

Duplicate

In the event that a document is lost due to the fault of an employee, he must notify the employer about this by filing a statement “about the loss of a work book.” Within 15 working days from the date of submission of the application, the employer provides a duplicate.

Information contained in the duplicate

the total length of service of the employee before entering this place of employment. The length of service must be indicated in summary, without specification;
specific information about activities in this organization.

Grounds for issuing a duplicate

TC is unsuitable for use;
loss of TC;
a court decision declaring an entry in the Labor Code invalid. The employer provides the employee with a duplicate containing all records except the unusable one.

Liner

An insert is required when it is not possible to make new entries in a document. This is a legal continuation of the Labor Code, which is issued and subject to registration in the general manner. The insert without labor is invalid. The book itself must contain a note indicating the attachment of an additional document.

Errors

On the title page, erroneous information is crossed out with one line, and the correct information is entered. On the back cover there must be a link to the relevant document confirming the correctness of the new data.
Section corrections do not allow strikethroughs. The new entry is considered invalid, which must be registered. Then the specialist enters the correct information.
Errors are corrected only by the actual employer. If adjustments are made at a new place of work, there must be a basis in the form of a document from the previous employer who made the inaccuracy.

Algorithm for recording errors

Column I - serial number of the entry;
Column II - the date on which the entry was declared invalid, that is, the actual date of the corrections;
Column III verbatim: “The entry under No. X is invalid”;
Column II – the date of the new correct entry is indicated;
Column III – a new entry is made;
Column IV – number and date of the document that became the basis for entering the correct data.

Filling out a work book by an individual entrepreneur

Carries out personnel records according to the same scheme as all employers, but can use a simplified scheme.

Algorithm for recording employment records for individual entrepreneurs

Column III - indicates the name of the employer - “Individual entrepreneur XXX”;
Column I – serial number of the entry;
Column II – date of admission to the staff;
Column III - at the same level as the date - information about hiring, indicating the position;
Column IV – number and date of the order, which is the basis for enrolling the employee on staff.

Sample of filling out a work book by an individual entrepreneur:

If the employer is an individual

In this case, the employer does not have the legal right to make entries in the Labor Code of employees. An individual acting as an employer does not have the right to issue a document to those employees who are starting work for the first time.

Additional instructions

Records of the appointment/election of the general director of the company: in the wording on the employment of a director of the company, you can use the word “elected” instead of “appointed” if the director is elected by the general meeting. Column IV should indicate the minutes of the general meeting, the order, with the corresponding numbers and dates.
Recruitment to a branch. If an employee is hired by a branch, in practice it is legal to use two options for indicating the branch: in the entry for the position itself and in the header, after indicating the name of the organization - both entries are kept in column III.

If the employer treats his employees with respect, the accounting and maintenance of work books will be carried out correctly and in accordance with the law. This is one of the foundations of a successful and prosperous business.

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II. Maintaining work records

DECREE of the Government of the Russian Federation of April 16, 2003 N 225 (as amended on May 19, 2008) “ON LABOR RECORDS”

Rules for maintaining and storing work books Law 225 of April 16, 2003

Instructions on the procedure for maintaining work books

Accounting and storage of work books

Work book - rules for maintaining and issuing upon dismissal

Making changes and corrections to the work book

Responsibility for failure to comply with the procedure for maintaining work books

Work book form

Form of insert in work book

Rules for maintaining and storing work books, producing work book forms and providing them to employers

I. General provisions

II. Maintaining work records

III. Making changes and corrections to the work book. Duplicate work book

IV. Issuance of a work book upon dismissal (termination of an employment contract)

V. Insert in the work book

VI. Accounting and storage of work books

VII. Responsibility for compliance with the procedure for maintaining work books

VIII. Production of work book forms and provision of them to employers

Work book - what is it and what is it for?

Review of legislation

Rules for storing and maintaining work books

Maintaining

Dates

Ink colors

Abbreviations are not allowed

Composition of information

Language

Compliance with the order

Deadlines for depositing

Serial number

Exceptions

Familiarization of employees with records

Persons responsible for maintaining the document

Storage

How to fill out a work book correctly

Title page

Information about hiring

Transfer records

Dismissal

Part-time job

How to properly certify a copy

Duplicate

Information contained in the duplicate

Grounds for issuing a duplicate

Liner

Errors

Algorithm for recording errors

Filling out a work book by an individual entrepreneur

Algorithm for recording employment records for individual entrepreneurs

If the employer is an individual

Additional instructions

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