How are corrections made to the work record book?

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Published: 08/06/2016

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One of the most important things in business management at an enterprise or firm is the correct accounting of the movement of work books, on which the correct work of the personnel department depends.

In the article we will talk about current information about the book of accounting for the movement of labor books, and will also examine in detail the issue of corrections in this document.

• What is a book for recording the movement of work books?
• Corrections in the work record book

The meaning and significance of keeping a log of the movement of shopping malls

The transfer of employment as a result of employment should give the employee a guarantee that this important document will indeed be preserved and returned in proper form after his dismissal.

Such a guarantee turned out to be especially necessary in the context of mass unrest occurring with the books of workers employed by individual entrepreneurs. The lack of responsibility for other people's documents has shown that their proper storage and maintenance sets the lowest bar, and is often completely canceled.

As a result, the information that is most valuable to the owner of the TC is lost irretrievably. The courts are forced to overload themselves, minding other than their own business and fulfilling the employer’s responsibility for a document accepted by him, but lost or damaged.

In order to avoid unpleasant precedents regarding the handling of work books, employers are required to account for the fact of their acceptance, storage and issuance. Registration and reflection of the indicated facts is carried out in a special journal.

Proper journal maintenance by all employers, including individual entrepreneurs, to whom today the most serious sanctions for violations are also applied, is supervised by the labor inspectorate.

This moment also provided significant relief to the plight of those workers who found themselves in a difficult situation and were forced to restore their seniority in all organizations and enterprises where they worked. Extracts from the accounting book can become full confirmation that the employee actually worked in this organization.

The accounting journal allows you to reflect the presence of the location of the TC at the corresponding stage of a person’s work activity. Because of this, the journal will also be very useful to the employer, since registering the issue of a work permit completely relieves him of responsibility for someone else’s document. It also confirms the fact of its issuance.

How to fill out a book for recording the movement of work books and inserts in them - read here.

Fines

For the absence of a book of records of work record data or for filling it out inappropriately, the company faces administrative liability in the form of a fine (Clause 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation). The sanction amounts are:

• for officials 1-5 thousand rubles;
• for individual entrepreneurs 1-5 thousand rubles;
• for legal entities 30-50 thousand rubles.

The work record book is one of the strict reporting documents and must be correctly maintained, stitched and sealed.

If the rules for filling out the log are not followed, as well as in the absence of one, the enterprise faces administrative liability in the form of a fine after discrepancies are discovered by supervisory authorities.

Watch a video on how to fill out the journal correctly:

Rules for filling out the work book movement books

The maintenance of the journal is regulated by the rules approved by Decree of the Government of Russia on April 16, 2003 No. 225. In Chapter 6, they reflect the need for maintaining and accounting for labor codes in the “Journal (book) of accounting for the movement of work books and inserts in them.” This requirement of the Rules is confirmed by the new edition of the Decree of the Government of the Russian Federation dated March 1, 2008 No. 132.

These documents state that entries in the Book are made when operating a work book in the following cases:

• employment of a person;
• his dismissal;
• TK establishments on the form.

To a certain extent, the entries made in the journal duplicate the basic information entered in the Labor Code. Also, many of the rules applicable to maintaining books and inserts are included in the rules for maintaining a journal.

All records are kept accurately, carefully and carefully verified, and must also be fully based on documentary sources. Records must also fully comply with the wording of the employment contract and other documents.

Responsibility for maintaining the log rests with the employer . He, in turn, has the opportunity to partially delegate it to a person authorized to maintain the TC.

A blank form of the TC traffic register can be purchased in specialized stores. In addition, regulatory rules do not prohibit the production of Books to order or self-production.

The main thing is that it be prepared accordingly, using a special, simple technology.

Account entries are made with a simple ballpoint pen. Acceptable colors: blue, purple, black .
Ink can be used as long as it is used carefully.

Rules of conduct

Information about all employee work books must be entered into the accounting book with mandatory recording of both the series and their number. When hiring, data about new employees is entered into the journal, and when the employment agreement is terminated, the date of handing over the work book to the former employee against signature is recorded there.

Instructions for making entries

If you are new to HR, you need to find a record book and, based on the entries made earlier, continue to maintain it. Keep in mind that no innovations or changes were made to the algorithm for entering information, even if the last entry made was made quite a long time ago.

It is no coincidence that the book has a hard cover and many sheets. It is designed to be used for many years. After its completion, it will be kept in the archive for a long time.

If you are a newly opened entrepreneur, you definitely need to start this book and make registration entries in it, starting with the first work record you received. If you currently have only one labor record - yours, this does not relieve you of responsibility for accounting for labor records.

The new journal form should be:

• numbered;
• sealed;
• stitched

Title page

Only after this can you begin to fill out the title page. Do not confuse it with the title page of the work itself. It must contain information about the enterprise. Enter the name according to how it is defined in its title documents at the time of filling out the journal.

If you are an individual entrepreneur, enter your form of ownership, and then your last name, first name and patronymic. The information must match the registration and passport data.

The next simple point in filling out the title page is the shelf life . However, some people doubt it. After all, a HR specialist or employer cannot knowingly calculate the number of employees and their labor who will be included in the accounting book.

However, if we assume that the document upon completion should continue to be stored in the archive, then the situation will become more clear. So, in accordance with the Rules, add exactly 75 years to the initial date of filling out the title page of the journal and enter this dated period in the journal.

For example, storage date: 10/15/2015-10/15/90 . If you are an individual entrepreneur and you have a relatively small influx of workers and labor movement, you can limit yourself to fifty years of storage. In this case, the entry will look approximately as follows: 10/15/2015-10/15/75.

After filling out the title page, you need to open the spread intended for making entries and make the first entry. Please note that each labor is taken into account in sufficient detail. Information about it is entered in column 13, which is contained in the journal’s accounting forms. Entries are made as follows:

1. The first column contains serial numbers.
2. Columns 2-4 are intended for entering the date of registration of the TC accounting. Please note that this may not coincide with the date of employment, but cannot be made later than 5 working days.
3. In the next column, enter the last name, first name and patronymic of the person employed, in accordance with the passport data and without allowing abbreviations. If the information in the book and in the passport differs, you need to correct the last name. Make corrections in the book according to all the rules, based on your passport.
4. In column 6, indicate the employee’s specialty. Focus on the specialty for which he is applying for a job with you.
5. In column 8, indicate the name of your company.
6. The order of appointment to work is entered in column 9. It must completely coincide with the labor information.
7. Please sign the next column
8. Column 11 is required for those who used a blank issued form . If the work record is opened for the first time, the cost of the form paid by the employee is entered in this column. If he got a job with his book, a dash is placed.
9. The last two columns are filled in upon dismissal and issuance of a work permit. While the employee is working, they remain free, without records.

Making entries at first glance is a fundamentally simple matter. However, the last two columns cause disagreement among many personnel officers. The main issue is the signature of the employee who resigned or was dismissed due to a penalty, if he did not personally receive a work permit. In this case, there are the following options for disposing of it:

• send to archive;
• send by mail;
• transfer by proxy.

In each case, the employee does not receive it in his hands. Some personnel officers sign this column themselves or let the person receiving the TC as an intermediary sign. However, this is a violation, since Rules (225) notify that the dismissed employee signs for receiving the work permit in person.

If this is not possible , make a note that the work document was issued by proxy, sent or transferred for storage to the archive. Place supporting documents in the personal file of the dismissed person.

Blank form. How to sign a book for recording the movement of work records - a sample.

Making corrections

The next ambiguous precedent, reflecting the nuances of the intricacies of personnel production, is the introduction of corrections. Bearing in mind that the journal, like the TC, refers to documents of increased reporting, in no case allow yourself to:

• cross out and correct a letter in the text;
• use an eraser;
• use a stroke or similar means.

If you accidentally made a mistake or typo, even in the most minor cases, the entry must be corrected in accordance with the accepted standards. In this case, you must develop standards for correcting errors in the journal yourself, based on your own convenience, and approve them by local legislative document.

That is, draw up an order in which you approve the method for correcting errors . Based on the order, make a kind of memo, which you have certified by the head of the enterprise and include in the nomenclature documents of personnel records management. You will use it later to make corrections.

Only two options can be legal, one of which you can choose to use:

1. An erroneous entry is crossed out with a thin, neat line. Below is a reliable entry and the wording is given: “Believe the corrected.” Next to it is the signature of the person who made the mistake and the transcript of the signature (last name and initials). Please also include your position and the date the error was corrected.
2. If you made a mistake in the entry, then put the following serial number and add the wording: “The entry with the number (specify what) is considered invalid.” Immediately make the appropriate entry under the current serial number.

It is important that the document as a whole gives the impression of a document, in which the absence of errors and their corrections plays an important role.

Therefore, if you made a mistake when filling out the title page or the first entry made in the journal, you will have to take on the responsibility and expense of replacing the form.

How can you correct errors in a book?

We are all human and we all make mistakes. Since the accounting book is compiled manually, the human factor cannot be avoided.

How corrections can be made is not specified in the regulatory documents; there are no such provisions in the Rules for filling out either.

However, there are generally accepted rules for how to deal with such situations. There may be 2 options here:

1. The inscription where an error was made is crossed out with one line and the correct entry is made next to it, written “Believe the corrected one.” Here it is indicated who made the corrections and a signature is placed. This option is good only for records that are the last, since otherwise there will simply be nowhere to make the correct record
2. When using the second option, corrections are made according to the same scheme as in work books. That is, on a blank line you need to write “Record number...invalid”, and below enter the correct data. HR specialists usually use this method.