How to draw up an insert in a work book

An insert in the work book is an additional element of the work book, which is attached to the document after its pages are exhausted. The uniqueness of the insert lies in the presence of protection that prevents the possibility of forgery of the sheet by attackers.

1. Is it possible to put in blank sheets or buy a new one if it’s over?	No, such actions are prohibited by law
2. Where can I get the labor insert?	The employer must have the inserts, but he has the right to deduct the cost of the insert from the salary by notifying the employee about this. The insert costs on average 200 rubles
3. Is it possible to glue or just put the insert into the worksheet?	No, the insert must be sewn into the work book. The use of glue, stapler or similar is prohibited
4. What must be on the insert?	Stamp “Insert issued”, which indicates the series and numbering of the issued document
5. Act on writing off the work book	Act form Example of filling out an act
5. Application for a change of surname for the employer	Application form

What is the insert for?

During a busy career, many employees are faced with a situation where there is nowhere to make changes to the “Job Information” section - all the pages are completely covered.
However, the law prohibits:

Rename other sections of the document and continue to enter data about the employee’s work into them.
Attach blank sheets of any format.
Use blank document forms as inserts.

Completing a document does not mean that the employee must draw up a new document.
In order to avoid problems with re-registration, the state has provided special inserts that are filed in the work book. The rules for preparing an insert for a work book are established by order of the Ministry of Labor dated October 10, 2003, number 69. The main purpose of such a form is to clearly provide the employer with information about a potential employee. The book contains personal information of the employee: passport data, level of education and reasons for dismissal from organizations.

Strict rules for designing and filling out the form are part of the security system that guarantees the authenticity of the document.

An insert in the work book was issued, a record, a sample, instructions for sewing in

The insert without the main work book is invalid.
For high-quality and reliable fastening of forms, the sewing method is used. The insert is inserted unfolded between the last page and the cover of the work book. There are no special regulations for the location of the liner. Using an awl, several through holes are made, through which the insert is attached to the main form with a thick thread. The ends of the thread are secured inside the binding with knots. There is no need to seal this structure with a paper seal, much less sealing wax. The work book can be supplemented with any number of inserts, as many as needed to enter the necessary up-to-date information. For each title, the title page of the main Labor Code serves as a sample for filling out the insert in the work book for 2021 or any other year. Important note: all inserts are sewn in the same form in which they were released from the printing house. You cannot tear off the paper cover from them.

Insert design

The first thing an employer needs to know is that an insert that is not attached to the work book is considered invalid.
It is strictly prohibited to staple documents or use glue, due to the poor reliability of these devices. If erroneous information is entered into the insert, correction is not allowed. For this reason, it is recommended to fill out the document first and then begin sewing. If an error occurs when entering data, you must:

Remove the insert with incorrect information.
Make a record of the loss of validity of the stamp left on the document.
Create a damage report.
Record changes in the work book and their inserts.
Get a new form.

Form for an act of writing off a work book in .doc (Word) format An example of filling out an act of writing off a work book in .doc (Word) format After filling out the insert, you must leave the seal of the organization or department. The seal is displayed next to the manager’s signature. In the header of the title page there is a stamp “Insert issued”, which indicates the series and numbering of the executed document.

Each new insert must be accompanied by a corresponding stamp. If these rules are ignored, the organization may be subject to a fine for negligence.

In general, filling out the insert is completely similar to filling out a work book, however, the following factors should be taken into account:

The form must be filled out only by the employer (or his responsible employees) during whose work all the sheets of the work book were used.
In addition to the stamp, the actual date of filling out the insert, and not the date of establishment of the work book, should be displayed on the title page.
Only relevant data is entered into the additional sheet. For example, during the course of work, an employee’s passport details, level of education, etc. may have changed.
The rules do not establish limits on the number of inserts, which is why one employee can supplement his main document an unlimited number of times.

Entry about the insert in the work book: sample filling

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. The series and number of the insert must be indicated. The location of the inscription (stamp) is not clearly regulated, the main thing is that nothing should hide this mark, the record should be clear, and the information from the stamp should be readable.

No stamp from previous work

It often happens that at the previous place of business, due to the negligence of management, the seal on the title page was not placed. According to clause 2.2 of the Instructions for preparing and maintaining the document, it is necessary to send the employee to the previous employer with a request to issue such a stamp.

If the former employer persistently refuses to issue a seal under any conditions, the only solution to the conflict will be litigation.
In most cases, the employee wins the lawsuit, so in order to issue a seal, it is often enough to threaten the former employer with court.

Frequent errors during registration

The algorithm for working with an insert is in many ways similar to entering information directly into a book. Follow the usual rules. And pay attention to the mistakes that employers often make when filling out the form:

incorrect design of the title page. If errors are found, the form must be written off and a new one issued;
erroneous creation of a form and making an entry about it. If this happens, the document is confiscated, the record of issuance is canceled, and certified with the official’s signature and seal. To make the mark correctly, use the sample for filling out the entry on the insert in the work book;
there is no information in the movement book (the information is entered in a separate line or the number is entered in the column next to the employee’s work number);
cover torn off;
correction of errors or inaccuracies in the initial design of the title page;
gluing;
entries in the supplement begin with No. 1 (according to established standards, they are made continuous);
absence of a stamp indicating registration and issue.

The employee changed his last name

In this case, the employee must write a statement addressed to the director, which indicates the reason for the change of name.
The application must be accompanied by documents confirming the fact of the changes: passport, divorce document, certificate of marriage, etc. Application form for a change of surname for an employer in .doc (Word) format After acceptance of the application, a number of steps are taken:

The director puts a resolution on the application and hands it over to the employee.
The employee visits the HR department, where he makes an entry about the change of passport data directly in the work book.
After making changes, the director issues an order, which presents the procedure for changing the last name.
As soon as the order comes into force, the person responsible for making changes to the documentation can begin work.

The changed data is again sent to the employer for the required stamps and signatures.

How to sew

The insert should not be stored separately from the labor one. In this case it becomes invalid. That’s why they sew it into the workbook. Instructions on how to sew an insert into a work book are not regulated by law, but gluing or fastening with paper clips is not allowed. It is recommended to sew using a needle and thick thread.

Some personnel service employees sew it into the middle of the work report - this option cannot be considered convenient, since it separates the records. For uniformity of information, it is recommended to file the form at the end of the professional activity document. If there are several copies, each subsequent one is sewn after the end of the previous one.

The job entry was made in the wrong section.

A common mistake is that part of a record belonging to the “Job Information” section fits into another “Award Information” section.
The reason for the error is quite banal - the inattention of the employee filling out the document. In accordance with paragraph of rules No. 30, strikethroughs and other changes to erroneous information in the section on information and rewards are unacceptable. All errors in records must be corrected by invalidating the data.

What to do if the employer does not give the work book? Read in this article.

A sample of how to fill out an insert in a work book and make a record of its availability

After a detailed consideration of the rules on how a work book can be supplemented with an insert, it is worth reducing the above to a list of things to remember.

Not allowed:

Tear off the cover of the insert.
Correct errors when initially filling out the title page of the insert.
Paste the new work book form into the expired old book.
The current work book cannot be supplemented with separate blank sheets.
Instead of using an insert, cross out the last word in the main form in the “Information about awards” section and change it to the word “work.”

It is important to remember that the work book must be included with the insert. Without it, the insert itself, even certified by signatures and seals, is invalid. From these documents, as a whole, it will be possible to learn about the work and work skills of the owner. The numbering of entries on the pages of the insert does not begin anew, but continues what has already begun in the main work book, which should be taken as a model on how to fill out the insert in the work book for 2021. It is allowed to make transfers for entries from the pages of the main work book to a sewn-in sheet from the place where the entry breaks off. The document must certainly be registered in the work record book, indicating its series and number.

How to sew an insert into a work book?

The law does not provide specific instructions on how to properly attach an insert to the main document.
There are only a number of restrictions listed above. Most often, the form is located at the end of the book, just before the cover. From a convenience point of view, the best place to sew a document will be the middle. However, in this case, the form will separate some entries, which will disrupt the integrity of the book and create many problems with numbering.

To sew in the form, you can use a thick needle with dense threads. To simplify the task, it is recommended to unfold the liner in the middle, and then start piercing with a thick needle or awl. Next, using the prepared holes, begin sewing the additional form to the hard cover.

Some organizations have special equipment for securing liners - sewing machines with wide stitch pitches. This information should be confirmed with management.

The main requirements for fastening are reliability and complete exclusion of the possibility of document loss. Otherwise, the destroyed data will not be restored.

Who issues

Legislators have clearly defined who buys the insert in the work book - this is the responsibility of the employer. Forms are produced in the Goznak association of the Ministry of Finance of the Russian Federation. The employer enters into a purchase agreement with specialized organizations (legal entities or individual entrepreneurs that meet the requirements of Order of the Ministry of Finance of the Russian Federation No. 117). Information about the purchased batch is included in the book recording receipts and expenses, including the number and series. The use of unposted documents is not permitted.

IMPORTANT!

The acquisition and registration process is the exclusive responsibility of the employer.

Who should buy the book?

In accordance with Government Decree No. 225 of April 16, 2003 (as amended in 2008), the employer is obliged to:

On an ongoing basis, have in the organization the required number of inserts for the work book.
When issuing a form for the main document to an employee, the employer has the right to charge him a fee for related expenses. Funds are deducted from wages, of which the employee must be notified, or by transferring funds to the company’s account.

Comment. Due to the fact that the employee in any case bears the cost of purchasing the form, the employer may ask the employee to independently purchase an additional document.

The cost of the form varies depending on the region and can range from 150 to 300 rubles. You can also buy earbuds from online stores that supply the product at lower prices.

Instructions for filling

The organization can provide the employee with 2 options for ordering forms:

by cash payment of its cost according to the invoice;
by writing an application to receive a form.

Both actions are not against the law. But the employer, at his own discretion, can, if necessary, sew the form into the book without charging money from the employee and without informing him of the details of this procedure.

Application for issuance of forms

If a request is received from management to write an application for the provision of an insert, this means that the cost of the form is subject to deduction from wages. This is possible only if there is a written request from the employee with such a request.

The application can be written in free form. It is addressed to the head of the organization, but it may also be transferred to an accountant or personnel officer.

The application must contain a request to receive a form for entering work data and an application to deduct from wages the funds spent on the purchase of the form.

The employee does not need to take the initiative to write an application on his own. But if he nevertheless showed such a desire, then the employer does not have the right to refuse him this.

When entering information into the insert, you must remember that the same rules apply to filling it out as those established for the preparation of the employee’s main document. But it is worth highlighting some additional points:

The manager during whose work the pages of any section were completely used is responsible for filling out the insert. Usually we are talking about a section containing information about the work.
The title page of the form indicates the date of its completion, and not the date of registration of the work itself. Example of filling out the title page
The insert must contain only information that is factual. That is, they are subject to control for changes in surname, education received, etc.
After the entries on the title page, the employee who completed them must put his signature and the seal of the organization.
During the employee's further career, additional inserts may be issued, since their number is not limited.

What you should pay attention to

Before filling out the document, it is advisable to ask the employee to answer the questions in the questionnaire. This is necessary to identify changes that have occurred in the employee’s data and to correctly fill out the form.

In the case of obtaining a higher education, which was not recorded on the title page of the employment record, this fact should be noted in addition.

If the employee’s specialty has changed, the employer has the right to indicate a new specialty when hiring, if the employee has submitted the relevant documents.

After reviewing such a document, the HR department employee takes the following actions:

Makes a photocopy of the submitted document.
Files it in the employee’s personal file.
Based on the passport data, he indicates a new surname on the title page of the book.
On the cover, the labor document records information about the change of name on the inside, referring to the submitted document.

Numbering

It is important to assign a serial number to the first entry in the insert that would comply with existing rules. It is necessary that it exceeds by one the number that was assigned to the last entry in the labor record.

Thus, a certain sequence of serial numbers is preserved. This is necessary to create the integrity of all data that was entered into the document.

Let’s assume that the last entry in the document was numbered “20” and contained information about the employee’s hiring. Consequently, the first mark in the insert sewn into the book will be numbered “21” and may indicate the dismissal or bonus payment of the employee.

Numbering of entries in the insert

The numbering in the additional form must be in accordance with all entries made in the work book for the entire period of time.
The serial number following the one indicated in the main document must be entered. Clause 27 of the Rules for Maintaining a Work Book allows for corrections when inaccurate or incorrect data is entered. So, if an incorrect serial number is indicated, it is necessary to declare the invalidity of the item, and then enter the current information on a new line.

Procedure for registration and filling

The design of the insert consists of several stages:

Issuance of the form . The document is purchased by the employer in whose staff the person was working at the time of the end of the free fields in the book. Each insert has a special protection against counterfeiting and a serial number. The employer must purchase the form from a specialized printing house. The company enters into a contract with the institution, after which the purchased documents are registered in the receipt and expenditure book. Self-purchase by employees is not permitted, but reimbursement of purchase costs is permitted.
Primary design . The first page of the form contains information about the employee:
full name according to the passport;

Date of Birth;

education - information is filled in on the basis of a diploma, certificate or other documents;
profession, in this case data from the education document is entered;
date of completion, which is considered the moment of making the first entry;
surname of the personnel employee.

As in the labor document, the authenticity of the title page information is certified by the handwritten signature of the employee and the responsible person. The title page information may differ from the information in the book. This happens if the employee changed his last name, received another education, etc.

Making entries. Information is entered in the same way as in a labor document:

The numbering of entries is continuous, that is, it continues what was done in the book;

in the second column the date of recording is written;

the third column reflects information about hiring, dismissal, and abbreviations in words cannot be made;

the fourth column contains the name, date and number of the document serving as the basis for the entry.

Information about the issue is recorded in the labor document. In this case, a stamp is placed on the title page of the book with the inscription “Insert issued.” It should be easy to read, clear, and not overlap other entries. The series and document number are also indicated. The exact position of the information on the issuance of the form is not established by law, but it is usually placed in the upper right corner.

It is recommended to affix a stamp only after the document has been finalized. If you make mistakes or fill it out incorrectly, you cannot continue to fill it out. The form is destroyed according to the relevant act. Moreover, if its series and number are already included in the work record, you will have to put another stamp on the title page, which does not have too much space.

The number of inserts is not limited by law. A person can have two or three forms sewn in. All their numbers must be registered in the book.

The document itself is not provided without a work permit and is invalid.

What to do if you lose your earbud?

The loss of the liner is a situation that is not provided for by the rules, but does occur.
In this case, the employee must write a statement addressed to the employer explaining the reasons and circumstances of the loss. After the explanatory note has been signed, the personnel department must issue an order to issue a new insert and continue filling it out as usual. However, old data is not restored.

An insert in the work book is an additional form that is attached to the main document. Its main task is to save the employee from the long procedure of re-issuing a work record book and simplify the process of filling out the document for the employer.

Sample design of an insert in a work book 2021. Title page

The work record book and the title page of the insert must contain the same relevant information. In this matter, you must follow the official instructions. In the central part of the title there are several columns for recording the name, patronymic, and surname of the employee to whom the work book belongs. Below is the date of birth and specialization of the employee. The work book and, accordingly, the insert must contain information about the employee’s place of study or indicate the education received. Since education is (in some cases) the basis for hiring an employee for the corresponding position. The position fits into the columns of the “job information” sheets. As usual, on these pages of the insert the serial number of the entry is recorded (in the insert the numbering continues and does not start over), the date, as well as the order (with number and date) reflecting the employee’s hiring.

Purchasing an insert

Before moving on to the procedure for issuing this personnel document, a few words should be said about its significance and method of acquisition.

Why is an insert in the work book needed?

If a citizen often changed jobs or actively moved up the career ladder, occupying an increasingly higher position, his work record will end before his career path. There will simply be no room left for new entries. For this case, it is provided for maintaining an insert in the work book. These are additional sheets that are filed to the main document and are its equivalent continuation. All subsequent records about the citizen’s work are made on them.

Insert in the work book: who should buy?

According to the general scheme, which is reported in clause 47 of the Rules for maintaining work books (approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225), the insert, like the work book, is purchased by the employer, and the costs of its purchase are reimbursed by the employee himself. But there are several exceptions when the fee for the document form will not be charged - if the purchase of an insert was required:

due to damage to a document due to the fault of the employer;
due to its incorrect registration by the personnel service;
due to its loss/damage due to an emergency (flood, fire, terrorist attack, etc.).

You can see what the work book insert looks like at the link above.

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.

What else you need to know about maintaining work records

Work books must be purchased and stored by the enterprise for timely issuance to employees applying for jobs (no later than five days from the date of employment).
Material costs for the acquisition of work books by an enterprise are collected from employees hired at workplaces, except for the following cases:

in case of damage or destruction of work books for reasons not related to the owner of the book (for example, an emergency at the enterprise)}
incorrectly completed first page of the work book.

In addition to the employee responsible for maintaining work books, only the employer has the right to make entries in work books.
The employee is notified of all changes in the entries in the work book in writing and signed.
Entries in the work book are made exclusively with a pen with black, purple or blue ink. Corrections are excluded.
Disciplinary records and fines are not included in the work book.
It is prohibited to enter abbreviated entries and initials.
Records of remuneration are of a general nature (without specifying the amounts and qualities of remuneration) and are always numbered. The numbering does not depend on the employer and is sequential in nature.