Form T-2 - employee’s personal card: how to fill it out correctly

How the form is structured. Key Features

Personal cards of employees are the necessary basis for creating a card index of all employees of the institution. They are stored in a file cabinet in alphabetical order. If there are many employees in an institution, then the documents can be structured by department. There are no clear legal requirements for filing a file cabinet. All that is needed is for each employee to have a personal card in the T-2 form.

Form T-2 consists of 4 pages. The information in it is divided into 11 thematic blocks. The card must be filled out by a person from the personnel service, and if this is impossible for some reason, by the head of the institution.

Form T-2 has several important features:

• Pages 1 and 2 are filled out at the time a person is hired for a position, and 3 and 4 - during the process of his work; (the images below and the sample itself are designed specifically for the document that you create when an employee joins you;
• the card is created based on a number of documents presented by the employee himself;
• for simpler and more convenient filling, the use of computer programs is allowed;
• issuance of a T-2 card by the employee himself is not allowed.

Important! Only entrepreneurs are exempt from the obligation to create personal cards. But even they often keep cards of their own accord in order to use them in management work.

Storage rules

When storing cards, you must strictly comply with the law on the protection of personal data . There should be no possibility for third parties to access documents.

The card is kept by the employer even after the employee’s dismissal. The retention period is determined depending on the year of dismissal and is established by the provisions of Article 22.1 of Law No. 125-FZ of October 22, 2004:

• if the termination of employment occurred before 2003, the forms must be retained for 75 years;
• if the dismissal took place later than 2003, they must be stored for at least 50 years from the date of dismissal.

In some cases, cards may be transferred to the archival service.

General information about filling out the card

The legislation does not establish clear deadlines for creating a T-2 card. The best option is to create it at the time a person is hired for a position, but you can wait. The main thing is that the note in the work book about hiring for the position is duplicated on the card.

To successfully create a T-2 card, a number of papers are required:

• employment contract;
• an order issued by the employer;
• passport;
• work book (or other way of confirming work experience);
• certificate of pension insurance;
• diploma or other evidence of education, qualifications, special knowledge;
• for persons who may be drafted into the army - military registration documents;
• autobiography (optional - the employee can provide information orally).

Important! The specifics of the job for which a person is hired sometimes necessitates the provision of additional documents. The employer is obliged to request them so that the information on the T-2 card is complete.

To fill out section 2, which contains information about military registration, you will need the following documents:

• for people in the reserve - a temporary certificate or a full-fledged military ID;
• for people who may be drafted - confirmation that the person is subject to draft.

How to fill out the header of an employee’s personal card

The header contains OKUD and OKPO codes. In this case, OKUD is the code of the card itself, and OKPO is the code of the institution, based on statistical data. In addition, you must enter the full name of the institution (abbreviations are not allowed). After the name you need to put a comma and write the address (preferably actual, not legal). This is at your discretion; we did not indicate it in the example.

Next comes a small table, which is filled out as follows:

The date is entered in the format DD.MM.YYYY (for example, 08/01/2016). A personnel number is a serial number assigned to an employee in an institution. a TIN . A person is not required to provide it when applying for employment, so the field can be left blank. SNILS (insurance number) is required. A person must provide it in connection with Part 1 of Article 65 of the Labor Code of the Russian Federation. If this is his debut employment, then in connection with Part 4 of the same article, SNILS must be issued by the employer. “Alphabet” is a field for entering the initial letter of the employee’s last name. The nature of the work is entered based on the employer’s order. It can be permanent or temporary. Gender can be indicated by the letter M/F, or you can write the whole word.

Filling out the T-2 form by section

Section 1. General information

This section must be filled out with information from the employee's passport. Information must be entered legibly, without abbreviating anything. There are features that must be taken into account when filling out:

The date of birth is entered in its entirety (for example, May 23, 1982), and in the “Code” field it is duplicated in the format DD.MM.YY (05/23/82). The place of birth entry cannot be longer than 100 characters. You can use geographical abbreviations (city, region, village, etc.), but words such as village, village, kishlak, aul must be written in their entirety. If you have dual citizenship, you must indicate the name of the country of which the employee is a citizen. The name of the educational institution that the employee graduated from can be abbreviated without compromising the meaning. The length of service must be calculated on the basis of paragraph 61 of the Instructions, which was approved by Resolution No. 192p of the Pension Fund Board. The full names of family members are entered in full, without abbreviations.

If the registration and place of actual residence are identical, then the address does not need to be duplicated. The second column is simply not filled in.

The most difficult point in section 1 is encoding. Errors in them are unacceptable:

OKATO - locality code approved by Resolution No. 413 of the State Standard of the Russian Federation; OKIN – employee citizenship code (Russian Federation citizenship – 1, dual – 2, foreigner – 3, no citizenship – 4); OKSO - code of the profession or specialty acquired by the employee in the process of education; OKPDTR is another form of specialty code.

Important! The HR employee has access to all encodings. He cannot demand these codes from the person for whom the card is created.

Section 2. Information on military registration

Military records are used to complete this section. There should be no difficulties when filling out, because the requirements of the T-2 card are extremely clear. However, there are several important features:

Item 1 does not need to be completed if the person applying for the job is a reserve officer. Point 3 is filled in without any abbreviations. Point 7 may change, so fill it out in pencil. Section 2 must be reviewed and signed by the HR Inspector. In addition to the signature, its transcript and the position of the inspector must be indicated. The employee must also sign this section.

Section 3. Hiring. Translations

The employee’s length of service completely depends on this section, so mistakes are unacceptable. The main document to fill out is the manager’s order. All information indicated in section 3 must be duplicated in the workbook. The employee must sign all entries in the section.

Section 4. Certification

The main point of this section is “Decision of the Commission”. This column should contain official wording, such as “suitable for the position held.” In case of discrepancy, “does not comply” is written, and if re-certification is necessary, this is indicated in the decision of the special commission.

The dates of certification and creation of the protocol are recorded in the format DD.MM.YYYY. The basis for filling out this section is the document issued to the person at the time of certification.

Sections 5-6. Training. Professional retraining

These sections are filled out according to the documents of the person applying for a job, or according to information from the personnel training department. There are no particular difficulties in filling them out. Dates must be specified in the format DD.MM.YYYY. Completing all sections is mandatory (except in cases where there is nothing to write - for example, in the absence of qualifications or retraining).

Section 7. Awards

This section includes any types of incentives that the employee received during his working life. The grounds are Article 191 of the Labor Code of the Russian Federation and local acts. In addition to notes on awards and honorary titles, they need to be listed. Abbreviations are acceptable if they do not entail a loss of meaning.

Section 8. Vacation

This section provides information about each leave received by the employee:

• regular annual leave;
• leave without pay;
• leave to care for a child.

It is necessary to indicate the type of leave, its time frame, duration and reasons for granting. If the vacation was used in parts, the working year is still calculated in full.

Important! If an employee works in an institution for a long time, then the vacation section will overflow. After this, an “Addendum to the employee’s personal card” is created. This addition should have a header similar to the header of the main document, as well as a tabular part of the missing section.

Section 9. Social benefits

This section includes all information about the benefits provided to the employee in accordance with the legislation of the Russian Federation.

Section 10. Additional information

You don't have to write anything at all in this section. The only basis for filling it out is the desire of the employer. This may contain information about the employee’s studies, attendance at certain courses, disability group, etc.

Section 11. Termination of an employment contract

The features of filling out this section are the same as those of section 3. The only difference is that the signature must be signed not only by the employee, but also by the HR inspector. The date of dismissal is the day on which the employee last actually performed his or her job.

Responsibility

If employers do not draw up personal cards and do not include information about their work activities, this is a violation of labor legislation. Inspectors impose fines on companies if they do not have a personal card for at least one employee. The minimum penalty for this is a warning, the maximum is a fine of up to 50,000 rubles.

In addition, the employer can be punished for failure to comply with the rules for storing the card. This is due to the fact that it includes individual employee information. Documents should be placed on a turnkey basis - this will insure against punishment under Article 13.11 of the Code of Administrative Offences.

Common mistakes when filling out the T-2 form

It happens that HR employees make mistakes in an employee’s personal card. This does not have any special consequences, and it does not harm the employee himself. But if there are a lot of errors, then during an external audit the HR department may be fined for poor quality work.

The main mistakes that occur most often:

Using special characters

The slash (/) , colon (:) , equal sign (=) and other special characters cannot be used in the T-2 form. They are especially strictly prohibited in the coding zone. Inaccurate filling. Text may extend beyond the intended margins if necessary. But he should not go into the coding zone. If there is at least one letter in this zone, the card will formally be considered damaged and will need to be rewritten.

Dashes

This common mistake is because in many other documents, dashes are acceptable or even required. They should not be in the T-2 form. If there is nothing to write in the column, then it should be left completely empty.

Filling out a form on a computer

The initial filling out of T-2 (upon hiring) can be done on a computer or manually. But notes made during the employee’s work must be done strictly by hand! The employee must be familiarized with these records against receipt.

Important! A damaged card (see error 2) can only be rewritten upon initial completion. If the document was damaged during subsequent entries, it cannot be rewritten or reprinted.

We hope this material helped you obtain a personal employee card. Don't forget to save the page on social networks - it will come in handy!

Required documents and coding

To complete the documentation, you will need a number of information about the employee. This will allow you to complete the form correctly. List of documents:

• passport of the Russian Federation or another state;
• employment history;
• military ID;
• documents indicating that an educational institution was completed, that is, certificates and diplomas;
• state-type insurance certificate (SNILS);
• certificate of registration with the tax authorities (TIN);
• an order confirming employment.

The remaining data is entered based on the data provided by the employee. In some cases, additional documents may be requested.

Important! Any certificates of professional training or retraining must also be provided.

Coding is a necessary element of completion. There are a number of nuances here:

• If incorrect data is entered into the coding fields, the form will be considered invalid. For this reason, careful, precise entry of codes or their immediate affixing is required before submitting the card to the archive;
• if there is no entry or there is a negative answer, then the column remains empty;
• dates are deciphered. Example: August 15, 2015;
• Dates are encoded using Arabic numerals: day, month, year - 24.04. 2021.

Read also:​Budget classification codes for 2021

Filling out a number of sections requires the use of special Instructions, which are approved by Resolution No. 26.