Why do you need a log book?
The work book still represents the main document about work activities.
There is more and more talk that it is time to switch to an electronic version of the document - to keep up with the times in the age of information technology. But until it comes to this, the question remains of what a book for recording the movement of labor books is and whether it is necessary to keep it. This is a kind of journal in which data on admission and dismissal is recorded - this is how the length of service and work activity of a person as a whole is confirmed. We are talking about work at the main place, since it is the main employer who stores the books themselves.
The norm is mandatory and does not depend on the form of ownership or organizational and legal form of the legal entity. In other words, accounting for work records in budgetary institutions is mandatory, as well as in LLCs or PJSCs.
The government determines not only the type of work books themselves, but also the procedure for handling them, as stated in Article 66 of the Labor Code of the Russian Federation. Detailed regulation of the issue is in Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69 (as amended on October 31, 2016).
IMPORTANT!
For the absence of a work record book, a fine of up to 50,000 rubles is provided (Article 5.27 of the Code of Administrative Offenses of the Russian Federation)!
What is the purpose of the work record book?
According to the general procedure, when an employee comes to work, he gives his work book to the personnel department, where the employer makes a record of his employment.
If the specialist has not worked anywhere before, the employer himself creates a work book for him and, accordingly, fills it out. For more information on how to fill out a work book, see the article “Instructions for filling out work books .
The legislator obliges any employer to keep records of all books received by him (clause 40 of the rules for maintaining books, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225).
NOTE! Not only completed work books of working employees are subject to accounting, but also new forms intended for issuing work books in the future.
To carry out such accounting, a special internal journal of work records is provided, which is officially called the work record book.
To find out whether it is possible to issue a work book to an employee who is not planning to quit, read the material “Is it possible to issue a work book to an employee?”
In 2021, the transition to electronic work books began. What entry should be made in the journal if the employee chose an electronic work report and refused a paper form? The answer to this question is in ConsultantPlus. Study the material by getting trial demo access to the K+ system.
Who fills it out and how?
It all depends on the staffing level. So, if there is a personnel department, then the personnel officer will take care of the accounting; in his absence, the accountant will do the accounting. If there is no one to assign the responsibility to, then the leader himself. If this is your first time encountering such a document, then our work record book will help you figure out how to fill it out; you can download a sample at the end of the article.
In practice, questions do not arise when filling out the form, since the graphs are extremely simple and understandable. Entries are made legibly by hand. When hiring, you must comply with the five-day deadline for filling out the accounting book. The most important thing is that the employee’s signature upon dismissal is proof of timely fulfillment of the obligation to issue the document.
The sheets of the accounting book must be numbered and certified by the signature of the manager, then they must be laced and stitched. We’ll tell you below how to flash the work book movement book.
Why do you need a labor registration book?
The journals in which employee data are displayed are stored in full for fifty years, during which it is possible to restore or find a document based on records of its movement (issuance, execution).
Another reason for standardized record keeping is so that the new clerk can easily understand the papers of his predecessor.
The procedure for maintaining a labor accounting book is one of the first points that inspectors and auditors will pay attention to.
At the official conclusion of the contract, if the employee has worked at the enterprise for more than five days and this place is his main one, a record of his activities is made in the book. The transfer to the employer for storage of a person’s personal documents, which include labor documents, must be accompanied by a certain procedure.
Each organization or individual entrepreneur must maintain and save a labor registration log. This obligation of the employer is enshrined in law - in the fortieth paragraph of the instructions for registration, maintenance and storage of documents (Resolution of the Government of the Russian Federation of 2003, number 225), as well as in standard instructions for office work No. 536 of November 8, 2005.
In the event of a change in the person in charge, they draw up an act of acceptance and transfer of the journal and actual control of the availability of all book forms available at the enterprise. After this, an order is issued releasing the previous employee from liability and imposing it on the new one.
Instructions for filling out when applying for a job
The book of movement of labor records (you can download a sample for free at the end of the article) has:
- title page;
- the main part where notes are made.
The names of the columns are extremely simple; it is almost impossible to make a mistake when entering data. But still we list the main steps. The book column numbers are indicated in parentheses:
Step 1. Enter the serial number (1) of the entry.
Step 2. The next three cells (2, 3, 4) are for the date the entry was made. Write them down.
Step 3. Now you need to specify the owner's details (5). Please note that Full Name must be entered in full, without abbreviations up to the initials! Otherwise, you will receive a remark on journal keeping from regulatory organizations.
Step 4. In the next cell (6) enter information about the work: series and number. If there is an insert, then you need to indicate its data too.
Step 5. In the following cells (7) and
enter information about the position and department where the employee works. The wording should be the same as in the hiring order. It is unacceptable if the journal says “HR department”, and the order says "Department of Human Resources".
IMPORTANT!
If the employee subsequently moves to another position, there is no need to make changes to the accounting book!
Step 6. Next, provide the details of the employment order (9).
Step 7. This cell must contain the signature of the responsible person (10).
Step 8. The next cell (11) does not need to be filled in. This is a kind of rudiment - now no one receives money to purchase blank books and inserts. But if suddenly this is your case, then enter the amount.
This completes the filling. The remaining cells are filled in when the employee leaves - on his last working day.
Book of movement of labor books
Home / Work book
| Table of contents: 1. General requirements for the log book 2. Instructions for filling out the book 3. Sample of filling out the accounting book 4. Corrections in the book + fines | Document: Download the book of accounting for the movement of labor books Download a sample book |
Current legislation obliges the employer to keep strict records of work records. For this purpose, Rules for maintenance and storage were developed, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 (hereinafter referred to as the Rules).
According to the Rules, each employer must, in the prescribed manner, keep a book of records of the movement of work books and inserts in them. In everyday life, this document is also often called a registration journal or a register of work books.
The accounting book records all movements of work books within the company:
- Receiving a work report from a new employee hired.
- Registration of a new book, if the document is created by the employer’s personnel service in the case where this is the first place of work for the hired employee.
- Issuance of a duplicate if the work book has been lost or has become unusable.
- Filling out the insert if the book runs out of pages.
- Issuance of a book against signature to a dismissed employee or to the employee’s relatives in the event of his death.
General requirements for the work record book
The book is filled out and stored in the administrative service of the organization, whose functions include the hiring and dismissal of personnel: personnel department, accounting, secretariat, etc.
This register is maintained by an official appointed by order of the manager (IP), who is responsible for receiving, recording, storing and issuing work books.
Basic requirements for the appearance of the document:
1) Hardcover. The book has an extremely long shelf life - 75 years. A soft cover will not allow you to keep the document in a usable form for such a period.
2) Continuous numbering. Based on established practice, the magazine can be numbered either page by page or simply by sheet. Since both methods ensure the impossibility of removing individual elements from the document.
3) Firmware. The journal must be stitched and sealed with a wax seal or sealed. This requirement is clearly stated in clause 41 of the Rules, therefore the standard fastening of the free ends of the threads using a pasted sheet of paper containing a certification note will in this case cause complaints from the inspection authorities.
4) Certification record. Done on the back cover of the book and must contain:
- document's name;
- number of sheets (pages), written in numbers and in words;
- log start date;
- signature of the responsible person with a description of the position and full name.
Please note: the head of the organization (IP) must sign the back of the book. The person responsible for maintaining the register does not have the authority to affix a certification signature.
Unlike most accounting journals, the book is not created for one reporting period, but is used from year to year until the pages run out. Upon completion of the current book, a new one is issued.
Instructions for filling out the accounting book
The unified accounting book form was approved by Resolution of the Ministry of Labor dated March 10, 2003 No. 69 (Appendix No. 3) and is a table of 13 columns, which are filled out as follows:
| Column ordinal number | Content |
| 1 | The serial number of the record is indicated |
| 2, 3, 4 | The date of entry is indicated in the format: DD.MM.YYYY |
| 5 | Fill in the full name of the owner of the work book. It is prohibited to indicate initials; first and middle names (if any) must be entered in full |
| 6 | The details of the work book or its insert are indicated. In this case, the details of the insert need to be written down only if it was issued by this company. If a newly hired employee submits a work report containing an insert issued at one of his previous places of work, only the number and series of the book itself are indicated. Details may vary depending on the year the form was issued: from 1938 to 1974 - the unified forms did not have a series or number, so when filling out the details you need to put a dash or write “b/n”; from 1974 to 2003 – work books of the AT-I – AT-X series with a 7-digit number were issued; from 01/01/2004 to the present - work book forms have the series TK, TK-I - TK-V (inserts - VT, VT-I), the number also consists of 7 characters |
| 7 | The employee’s position is filled in strict accordance with the employment contract (hiring order, minutes of the general meeting) |
| 8 | Indicate the short name of the employer and the name of the structural unit (service, department, etc.) in which the employee will work |
| 9 | The details of the employment order or other document on the basis of which the employee takes office are entered. When filling out the insert for the work book, a dash is placed in this column |
| 10 | The signature of the official responsible for maintaining the journal is affixed |
| 11 | The amount contributed by the employee to pay for the new form is indicated. If the employer’s regulations do not provide for charging employees for new forms or the entry is not related to the preparation of a new work book or an insert for it, a dash is placed in this column |
| 12 | The last working day of the employee in this organization is indicated. If an employee went on vacation with subsequent dismissal and received a paycheck and work book on the last working day, you need to write down the date of dismissal according to the order (in this case, such a date will be the last day of vacation) |
| 13 | Depending on the situation:
|
Note: sometimes a new personnel employee, appointed responsible for maintaining work books, discovers that the company’s accounting book was not kept.
In this case, it is necessary to notify the head of the organization (IP) about the identified violation in writing (for example: draw up a report), create a journal and enter in it in chronological order information about all work books stored in the organization.
In this case, there is no need to sign in column 10, since the new responsible employee did not personally accept these labor documents from the employees.
A sample of filling out a book for recording the movement of labor books
How to make corrections to a book
Corrections to the accounting book are entered in the same way as accounting registers are adjusted:
- On the blank line immediately below the erroneous entry or after the last entry, o is entered;
- The line below makes a new entry containing reliable information;
- Under the correct entry, the full name, position and signature of the person who made the changes, as well as the date of the transaction, are indicated.
Responsibility for non-compliance with accounting rules
For non-compliance with the Labor Code of the Russian Federation and other normative acts of labor law, administrative liability is imposed under Art. 5.27 Code of Administrative Offenses of the Russian Federation:
- warning or imposition of a fine on the responsible official (individual entrepreneur) in the amount of 1,000 to 5,000 rubles;
- warning or imposition of a fine on the organization in the amount of 30,000 to 50,000 rubles.
Read in more detail: Book of movement of labor books
Did you like the article? Share on social media networks:
- Related Posts
- Application for an insert in the work book
- How to check a work record for authenticity
- Application for sending a work book by mail
- Entries in the labor report regarding dismissal due to circumstances beyond the control of the parties
- Application to establish the fact of ownership of the work book
- Certificate of acceptance and transfer of work books
- Extract from the work book
- Application for issuance of a copy of the work book
Leave a comment Cancel reply
Instructions for filling out upon dismissal
Step 1. In the penultimate cell (12) you must enter the date of the employee’s last working day.
There is an important point here. If the employee is absent on this day, it is necessary to write him a notice that he must come to the organization for the work book or agree to have it sent. Then attach a copy of the letter and a copy of the payment to the journal and enter the notification details in pencil. If the employee ends up coming in person to pick up the document, then write down the actual date in pen. If he agrees to forwarding (it must be in writing!), then enter the details of the cover letter. If the employee did not react at all, then leave a note made in pencil, and keep the work record for 75 years - this is required by paragraph 43 of the Rules from PP No. 664 of 04/16/2003 and paragraph 664 of the List from Order of the Ministry of Culture No. 558 of 08/25/2010.
Step 2. Finally, the very last cell (13) is intended for the signature of a former employee. If he refuses to sign, then an act is drawn up. It must be attached to the journal and kept with it for the entire period - 75 years.
Where to buy
The book for recording the movement of work books, a sample of which we are considering in the article, is available for free sale. Any person who has such a need can purchase it. An alternative option is to order from a printing house, but the price will be higher. Please note that the book must be stitched and sealed. This is done to avoid the replacement of sheets and their removal. Film or sealing wax is used as a seal, and the firmware is carried out in any way convenient for a specialist.
How to Journal
The obligation to organize reliable accounting of work records at the enterprise is assigned to the employer by the norms of government decree No. 225 dated April 16, 2003.
According to the current rules for filling out the work book, a blank copy of the accounting journal can be purchased at a stationery store, ordered from a printing house, or printed out yourself.
The prepared sample work record book must be signed - indicate its name and provide information identifying the employer.
When opening a new sample journal for issuing work books, the date of opening of the account book must be indicated on its title page. And when the supply of blank sheets is exhausted, the magazine is closed. At the same time, the corresponding date of this operation is recorded on the cover - the title page of the book of accounting for the movement of work books.
Your example of filling out a book for recording the movement of labor books must meet the following requirements for the design of this accounting register:
- An important point is how to stitch a book for recording the movement of work records: the binding must be hard;
- pages are numbered and laced to exclude the possibility of unauthorized removal of completed sheets;
- There is a peculiarity in how to sign a book for recording the movement of work books: the head of the company puts down an identification inscription, next to which he indicates the number of pages in the document.
Information is entered into the accounting register in question for each case of hiring full-time employees and when terminating contracts with employees.
Personal data of work record holders are entered into the document without abbreviations.
The date of dismissal in the register of work books is designated as the last working day of the owner of the form or as the day the work was sent by mail. In the latter case, receipts for sending the letter and the employee’s consent to this method of receiving papers must be attached.
Also see “Sending a work book by mail upon dismissal.”
The employee signature field may contain:
- signature of the recipient of the work book;
- empty space if the employee did not show up to receive documents;
- details of the act of refusal to sign.
Please note that the statutory shelf life of a completed labor record book form is 75 years.
The book is kept in the custody of an official who is appointed responsible for filling it out. If the register is filled out incorrectly, the punishment is imposed according to the provisions of Art. 5.27 Code of Administrative Offenses of the Russian Federation.
From our website you can download a log of the movement of work books for free using the direct link here.
Read also
29.09.2018
