How to make a record of the issuance of an insert for a work book

According to Decree of the Government of the Russian Federation No. 225 of April 16, 2003 , if there is a lack of space in the main document, the responsible HR specialist is obliged to sew a special addition into the work document - an insert.

It is a document of a form strictly defined by law, which must comply with the standards regulated by the Rules for maintaining and preparing work books.

What is strictly prohibited:

• entering data that does not fit in the basic fields of the work book into adjacent fields that are intended for other information;
• gluing liners of arbitrary shape or liners that do not meet the standards;
• using ordinary blank sheets as liners;
• use of inserts with errors or blots and strikeouts: they must be destroyed according to the act.

Thus, if it is necessary, for example, to continue maintaining the section that contains information about the work, and which is completely filled out in the main labor report, the personnel specialist is obliged to purchase an insert printed according to the standards of the labor legislation of the Russian Federation from an office supply store, and then secure it with threads between the back part of the cover of the work and the last sheet.

Subsequently, according to the regulations, the personnel employee can recover from the staff the cost of the sewn-in liner.

A clear standard for the release of such inserts has been established: it must have 46 pages of internal content and be bound in the form of a cardboard cover with security elements. The regulated size of the labor insert is 88x125 millimeters. You can purchase such a standard document at any point of sale of printed materials and office supplies.

What it is

Employment history

– a mandatory personnel records document containing information about the employee’s work activity and length of service. All employers, both organizations (regardless of their legal form) and individual entrepreneurs, are required to maintain them. An exception is made only for employers who are individuals (not registered as individual entrepreneurs).

Work books must be prepared for each employee if he works for more than 5 days and this work is his main job. For an employee hired for the first time, a work book is opened no later than 7 days from the date of employment.

All basic information about the employee, the work he performs, transfers to other positions, incentives and dismissals are entered into the work book. Information about penalties imposed on the employee (reprimand, warning, fine) is not entered in the book.

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How to mark inserts

Accounting for inserts is carried out in the expenditure and receipt book and the book for recording the movement of this type of forms. The first type of journal is located in the accounting department and ensures that the movement of each insert is reflected in the accounting records. The second accounting book is filled out by representatives of the personnel service.

After flashing the insert with the main document, a stamp “Insert issued” is placed in the work book. The sample also necessarily reflects the series and number of the insert on this stamp. Therefore, it must contain empty fields for entering the form details.

The methodological rules do not specify the place where the stamp must be affixed. It is considered optimal to place it on the title page or on the inside cover.

The main requirement is to use the stamp. It is not replaced by handwritten inscriptions. The text should not overlap other entries.

There are no standardized wordings or templates for the stamp. Enterprises themselves select the font, its size, and ink color.

The always pressing question is who should buy the work book insert. This is the employer. He is also responsible for purchasing the stamp.

Electronic format of the work book

Note! In 2021, the transition to electronic work books began. All working citizens can choose the format independently.

In accordance with the law of December 16, 2019 No. 439-FZ, by the end of 2020, each employee had to submit an application on how to keep his work book - paper or electronic. If the first option is chosen or the application was not submitted for some reason, then in 2021 a paper TC will be filled out. However, the right to choose remains with the employee. If he writes an application to switch to an electronic format of the work book, the employer will stop keeping it in paper form.

The Ministry of Labor explained the procedure for switching to electronic labor codes in a letter dated August 12, 2020 No. 14-2/OOG-12933. Each employer had to notify its employees about the possibility of switching to an electronic version of the document by October 31, 2021. If the employee chooses the second option, a paper Labor Code is issued to him. Before this, a record is made in it that the employee submitted to the employer an application for the transition to an electronic format of the work book.

Then information about work activity, including the fact of filing an application for the transition to an electronic labor code, is sent to the Pension Fund of the Russian Federation as part of the SZV-TD form. Deadline - no later than the 15th day of the month following the one in which the employee wrote an application to change the format of the book.

After switching to an electronic TC, the employee will no longer be able to return to maintaining it on paper.

Why do you need an insert record?

Employers must enter information about the employment of the hired person into work books within 5 days after hiring.

This record should reflect the following data:

• employer's name;
• job title;
• date falling on the first working day.

When leaving, indicate the reasons for leaving and the date. It is also necessary to reflect all cases of transfers and issuance of incentive awards.

According to the law, maintaining the insert in the work book, which is sewn into it, occurs according to the same rules as the registration of the work forms themselves. In general, why do you need an insert in the work book?

The fact is that all data must be entered without abbreviations, which leads to the rapid exhaustion of the limit of sheets in the book. The key requirements for filling out work books are contained in Instruction No. 69 dated October 10, 2003.

If you run out of blank lines and pages in one of the sections of the book, you cannot take over the space of other content blocks. In this situation, it is necessary to issue an insert in the work book. The sample for filling it out must correspond to the template given in Decree No. 225 dated April 16, 2003 (document of the Government of the Russian Federation).

The insert must be sewn to the worksheet; it cannot be glued or stapled. No blots or corrections are allowed in it.

The procedure for acquiring additional sheets of legal force is established by law: the validity of the form occurs subject to its joint use with the work book. From here it is clear whether the insert is valid without a work book. Of course not.

A record that the work book contains one or more inserts is necessary to ensure full control of the movement of these forms. Each insert is assigned a unique number and series. These details help to identify a specific form from all available forms.

This is what the work book insert looks like: it has a title page reflecting the employee’s personal data, and a content part. The second block is identical to the tabular part of the section on work or incentives.

The stamp “Insert in the work book has been issued” - is a sample of it established by law, where can you get a stamp?

According to clause 39 of the Rules, when the insert is issued, the stamp “Insert in the work book has been issued” is placed. The stamp sample is not established by regulations, so it can be made according to an arbitrary template. It is only necessary that the stamp itself has empty lines for filling, in which the details of the insert are then indicated (its series and number). Like the work book itself, the insert is a numbered document, is produced centrally at Goznak and is protected against counterfeiting.

The Rules indicate that the insert must be sewn into the labor document, and without it, i.e., it cannot be considered as an independent document. It is precisely because of the requirements of clause 38 of the Rules that neither gluing nor fastening with a stapler is allowed, since both methods of connecting the insert to the book do not provide sufficient reliability.

An organization can obtain a stamp in one of the following ways:

1. Order its production. Such services can be provided, for example, by companies engaged in operational printing or advertising agencies. Nowadays, even in regional centers you can find a company that produces stamps and seals, and in large cities there are dozens of them. The advantage of this method is that you can independently develop a sketch for the stamp (since it has not been officially approved, some creativity is allowed) and choose any equipment (from old-fashioned manual to modern automatic). The downside is that it is quite expensive.
2. Buy ready. Unlike the seal of an organization or individual entrepreneur, the issuance stamp does not contain individual information about the employer, which is why some large stationery stores offer ready-made stamps to their customers. This is usually cheaper than ordering production. The disadvantage of this method is that stamps are not sold in every store.
3. Use a self-type stamp, where you can write out the required text in letters and make fields to fill out.

In order for the stamp to be valid, it must be completed. It is filled out by specifying the details of the insert, which include the individual number and issue series. The number has 7 digits, and the series differ depending on the time when the form was produced. Thus, all inserts manufactured after 2010 have the “VT-I” series; previously there was the “VT” series; before 2003, the “AT” series with Roman numerals from I to IV. The oldest of them, the AT-I series, was started under the USSR in 1974. Thus, the stamp with the fields filled in will look something like this: “INSERT ISSUED. Series VT-I No. 8124855.”

What should the stamp on the issue of an insert in the work book look like?

The stamp for issuing the insert must have three columns. The first one contains the inscription “Insert issued”, clear and quite large. The second column with the inscription “series” must contain the series of the insert, and its number is entered in the column with the corresponding inscription.

Despite the fact that the norms for sewing inserts into work books are clearly defined by law and require the presence of this stamp in the work book, its absence is not a gross violation and handwriting is allowed.

Does the stamp form have a legal basis?

A stamp with the designation “Insert Issued” is required, as this is established by clause 39 of the Rules on maintaining and filling out work books of 2003 No. 225. However, a unified company does not have such a stamp, so each enterprise can have its own template.

There are several options available to obtain the required stamp:

1. Order production - today there are a lot of enterprises that are engaged in the production of stamps and seals to order, and it can be done individually by prematurely preparing a sketch at your own discretion and showing imagination. However, it should be remembered that such pleasure will not be cheap.
2. Buy ready-made - stationery stores provide services such as the sale of ready-made stamps, but not every one. It will cost less than ordering, but the output will be a standard square with lines for information.
3. Type yourself - for this, the required text is typed and empty lines are formed.

Stamp or record - which is correct?

At some enterprises, they may neglect the established Rules for filling out the insert and, instead of a stamp, since there is none and are not expected, they make a note about the issuance of the form, followed by certification with the seal of the enterprise. From a legal point of view, such registration is insignificant; it means nothing.

If this discrepancy with legal requirements is detected, the employee must request that the document be drawn up in accordance with the standards, otherwise problems may arise in the future, for example, with a new job.

Requirements for filling out a work book

When filling out a work book, you must take into account the following requirements:

• filling language – Russian;
• dates are indicated in Arabic numerals (for example, 01/01/2003);
• information must be entered carefully using a fountain or gel pen, a rollerball pen (including a ballpoint pen), or light-resistant ink (paste, gel) in black, blue or purple;
• no abbreviations are allowed (for example, pr. instead of “order”, disp. instead of “instruction”, etc.);
• It is not allowed to cross out previously made inaccurate, incorrect or other invalid entries in the sections “Information about work” and “Information about awards”;
  Note

  : if such an error is made, it is corrected by making an entry under the next number in the format “The entry behind number such and such is invalid” and then, on the next line, the correct entry is indicated with duplication of the number and date of the order.

• the employee must be familiarized with all entries made in the work book against signature on a personal card, which also duplicates all the information;
• The work book also contains information about military service, training, advanced training and retraining;
• entries about bonuses paid monthly are not included in the work book.

What form of document

This document has a standard format, the same for everyone. Externally, TC can be of two types:

• Size 10x14 cm - this indicates release in 1977.
• The size is 8.8x12.5 cm, which indicates a new model of 2003, approved by the Government Decree “On Labor Books”.

As a result, color differences may be present: gray, dark blue and dark green TCs.

Information about the new place of work is entered by a specialist from the HR department in accordance with clause 8 of Resolution of the Ministry of Labor of Russia No. 69 (see link above). The employee is only obliged to provide the necessary and reliable documents.

It should be noted that hiring an employee for a new position begins not with making an entry in his employment record book, but with issuing an order to conclude an employment contract. Subsequently, the number of this order will be recorded in the TC.

The content of information about the employee includes:

• FULL NAME.
• Education.
• Date of Birth.
• Specialty awarded after graduation.
• Date of completion.
• Signature.

As mentioned above, the work book is prepared by a specialist in the personnel department. To do this, you must provide a list of documents:

• Employee's passport.
• Document of higher or secondary education.

Based on these documents, a title page is filled out.

Sample of filling out the title page

There is no need to write an application for the issue of an employment book form, because it is issued according to the law, and not at the personal request of the employee. The exception when a statement is required is the situation when the previous document was lost.

The list above is exhaustive. An additional list of documents can be supplemented in the event of loss of technical documentation and the need to restore data about a previous place of work.

The extract is issued on a special form of the organization where the employee is registered. It must be certified by an employee of the personnel department. If there are a large number of sheets, they are stitched. On the last page, a note is made on the number of sheets, the certifier’s signature and the company’s seal are affixed.

In the upper right corner, the organization’s stamp is placed or contact information is written. Below is the series and number, as well as personal information of the employee applying for the document. Then a table is compiled into which the necessary data is entered. When filling out the statement, you will need to provide information about the employee:

• FULL NAME;
• Date, month and year of birth;
• Information about education;
• Profession.

Such a document must reflect all the facts of the movement of the book of each specialist.

It is enough to look at the title page of the main document to understand how to draw up a sample insert for a work book. The work record book and the title page of the insert must contain duplicate relevant information. The title page should be filled out carefully.

Marks and corrections are not allowed; in case of an error, the form is considered damaged and must be disposed of. Since inserts are strict reporting documents, the number of the damaged form must be recorded in the accounting journal. By the way, therefore, it is recommended to enter a record of the presence of the insert, its series and number in the work book after sewing in the correctly completed insert. If the inscription about the insert was nevertheless made in advance, then appropriate amendments must be made to it.

Subsequently, corrections on the insert sheets are made according to the same rules as in the main document. The main example of how to fill out an insert in a work book is the work book itself. The date of completion of the title page, which corresponds to the beginning of use of the insert, and the seal of the employing organization must be included.

There are cases when, in order to continue making entries, a new work book form is pasted into the Labor Code. It is not right. A person can only have one work record book with a number and series. The possibility of obtaining a new or other work book to replace the expired one is not provided for by law. To continue to maintain records, only a compliant insert form must be used.

Sometimes, in order not to leave blank pages and not to sew in a bulky insert, personnel officers cross out the last word in the main form in the “Information about awards” section, replace it with the word “work” and continue keeping records. This is strictly prohibited. If the employee did not have any awards, then ten blank spreads should remain in the work book form, intended for entering “information about awards,” and records of work should be continued on the corresponding sheets of the insert.

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The work book must also have an announcement about the presence of an insert. For convenience, there is and is often used a small rectangular stamp in three lines “Insert issued. Series. Number". If there is no stamp, then it is allowed to write by hand using a ballpoint pen with blue or purple ink.

Features of filling out a work book

When filling out a work book, it is important to consider the following features:

• Filling out the book begins with column 3, in which you must indicate the full and abbreviated name of the organization. Instead, it is permissible to put a stamp indicating the name. If an employee is hired by a branch, the name of the parent organization is indicated.
• After column 3, column 1 is filled in, which indicates the serial number of the entry. When making an entry, the order of continuous numbering must be observed. That is, if the previous entry was number 8, the next one will be number 9.
• In column 2, you must indicate the start date of work in accordance with the order.
• In column 3 (opposite the start date of work) it is necessary to indicate the position, specialty or profession, indicating the qualifications for which the employee was hired and the name of the department in which he will work.
• Column 4 indicates the date and number of the employment order.

Common mistakes

Employers, HR departments and officials sometimes make common mistakes, such as:

• registration of a new book when the space in the previous one runs out instead of sewing the insert into the current document;
• using the free space of the work book in other sections (as a rule, making entries about a person’s work activity in the section on his awards);
• absence of a stamp in the book recording the fact of registration and issue of the insert.

The current rules and instructions for the preparation and maintenance of these labor documents, as well as a sample for filling out inserts, will help prevent these errors.

The situation is more complicated with special cases, when the solution to the issue is not obvious and does not directly stem from legal norms. For example, a common question in practice is how to fill out the insert in a work book regarding the section on the education of its owner.

During the work activity of an individual, he can repeatedly receive education and acquire specialties. Information about newly acquired education is entered into the labor record. Is there a need to include all of them in a newly started insert? All entries must be included in the insert. The basis for this position is the law’s indication of the need to maintain the insert according to the rules for maintaining the book itself.

Another typical mistake is an attempt to include information about the level of education in the insert in accordance with current standards. Now there is no such thing as primary vocational education. From the point of view of the law enforcement officer, information must be entered into the insert in the form in which it is indicated in the diploma, certificate or certificate of education.

The insert is only an attachment to the work book, its addition, and is not valid separately from it. It is drawn up and filled out in accordance with the rules for maintaining the book itself, taking into account the features established specifically in relation to the insert. Strict adherence to the requirements of the Rules of Maintenance and the relevant Instructions will allow you to avoid errors in filling it out.

If the entry on the issue of the insert is made incorrectly

Corrections and cross-outs are not allowed in work books. An incorrect entry cannot be corrected; only the incorrect entry can be replaced. To do this, an employee of the personnel department of the enterprise where the erroneous entry was made, after writing out its number, must write next to “The entry is incorrect” and below make the correct one. At the same time, these entries - both correct and erroneous - are entered into the book for recording the movement of labor books. The same goes for earbuds.

If an error was made directly on the title page of a new work book or insert, both correction and replacement are considered impermissible. In this case, the book or insert is subject to destruction and the subsequent issuance of a new form without reimbursement from the owner of the book. In this case, a serial number is cut out from the book or insert being recycled to document disposal. It is also necessary to make an appropriate entry in the work book movement book.

Recommended sequence

It would be correct if the personnel service employee fills out the insert form before sewing it in and puts a corresponding stamp in the work book about the issuance of this insert indicating its details.

Since erroneously entered entries cannot be corrected when filling out a new insert form, the responsible person will need to replace it with the same blank form. It is the employer's responsibility to pay the cost of such a damaged form.

A report should be drawn up regarding the damaged insert form, and the form itself must be destroyed. In this case, the HR specialist will have to remove this insert form from the work book, make a note about the invalidity of the stamp in the employee’s work book and affix a new stamp with the details of the new insert. It should be taken into account that there is no additional space provided for such corrections on the title page of the work book. And if the damaged form has already been registered in the book of accounting for the movement of work books and inserts in them, then appropriate corrections will have to be made to this book.

Therefore, those responsible for maintaining work records and inserts in them should remember that the insert is filled out first, and only then can it be sewn in, registered, and a stamp indicating its issuance affixed to the employee’s work book.

If the entry or part of it falls into another section

Often another mistake is made due to inattention. When the free lines in the section of the work book “}Information about work”} have run out, personnel service workers, turning the page, continue the entry they started already on the page “}Information about awards”}, without noticing that the section they need has already been completed. How, in this case, should a correction be made and how to correctly make an entry in the work book insert?

Clause 30 of Rules No. 225 on maintaining a work record book states that it is not allowed to correct an erroneous entry by crossing it out. It will be possible to change it only by making an entry in the work book about its invalidity and then making a correct entry.

If the work entry partially falls into the “Information about awards” section, then you will first need to number this part of it, enter the full and abbreviated name of the organization that is making the changes, and then put down the next serial number and invalidate the erroneous entry.

Let's consider the option when part of the employee's dismissal record ended up on the "Information about awards" page, and the HR specialist noticed this before he certified it with his signature and stamped it. In this case, you don’t have to add an erroneous entry, but start correcting it right away. For example:

Now in the insert in the required section you can make the correct entry, which will continue the previously made entries in the work book.

In our case, you should enter the unfinished part of the dismissal record in column No. 3 of the section of the insert “}Work Information”}, and then certify it with the signature of a human resources specialist and the seal of the organization. For example:

Last name change

Let’s say that the employee’s last name has changed, for example, the employee got married or divorced. Based on her application and the supporting documents provided by her, it is necessary to issue an appropriate order. Then the HR specialist must make changes not only to the employee’s work book, but also to the sewn and designed insert. To do this, on the title page of both documents, you should carefully cross out the previous surname with one line and write the new surname of the employee next to it.

Then, on the inside cover of the work book, you need to make a link to the document provided by the employee confirming the fact of changing his last name, certify it with the signature of a human resources specialist and affix the seal of the organization.

For example:

Why is it important to check the accuracy of the recording yourself?

Work in human resources departments, which from the outside seems not so important and significant, is actually a very responsible area. Each inspector involved in entering data into work books must be a bookworm and a bureaucrat, since the length of service of each employee depends on each entry. No one will be pleased if several months or years of work are lost due to sloppiness or incorrect recording by an inattentive personnel officer. And the person will subsequently have to write request after request, knock on the thresholds of various institutions where he has ever worked in order to receive confirmation of his uninterrupted work experience.

Registration of a pension is a very long and labor-intensive process. But in order for its amount to be a little more, all entries in the labor records must correspond to what actually happened. Therefore, every owner of the book in his working years cannot be indifferent to this most important document, which records his work activity.

When you are fired or when you move to a new job, you need to carefully review the existing entries in your work books. If anything is in doubt, you should immediately contact specialists: lawyers or experienced personnel officers, in order to immediately, without delay, eliminate any shortcomings or inaccuracies.