Correct the date of dismissal in the work book: sample 2021

The work book records almost all information about a person’s work activity throughout his life. The accrual of a pension to the employee in the future largely depends on the correctness of its completion, so the personnel officer needs to be extremely careful when entering information. If it is necessary to correct the date of dismissal in the work book, a sample of such an entry should be based on Instruction No. 69, published in 2003, and Rules No. 225 of the Ministry of Labor. These regulatory documents spell out in detail how to correct such an inaccuracy if it was made.

Basic filling rules

Inaccuracies in documentation usually arise due to insufficient experience or inattention of the personnel officer. They may also appear due to the clarification of the date of termination of the contract.

If an incorrect entry was made in the work book upon dismissal, it must be corrected in accordance with paragraph 1.2 of the Instructions. You need to do this as follows:

Please note that you cannot correct entries in the work book after dismissal by any other means. In particular, it is unacceptable:

• making corrections to the text;
• crossing out words and numbers;
• covering with concealer.

Also see “The entry in the work record is invalid: how to correct it (sample).”

General information

The employment certificate is documentary evidence of the employee’s employment. Based on the data in this document, the length of service is calculated and the amount of pension accruals is established. In order for the calculations to be made correctly, special attention should be paid to correctly entering the following information:

• dates of hiring and subsequent dismissal;
• personal data of the employee;
• indication of the reason for dismissal;
• compliance with the numbering and dating of relevant orders.

Each amendment to the document must be simultaneously reflected in a card in the T-2 form, which is filled out by the responsible specialist. The employee is obliged to familiarize himself with the information included in this document and certify with his personal signature that all data is correct.

The owner of the work record must monitor the correctness of the specified data. If erroneous information is discovered, it is much easier to make changes on the spot than to correct an entry in the work book after dismissal. The company may cease to operate, and the employee will be forced to go to the archives or court to correct incorrect data.

Entering an incorrect date of dismissal may result in refusal to hire a new position. While the mistakes made are being corrected, the workplace may be occupied by another person.

The correctness of registration of changes is regulated by the following regulatory documents:

• Rules for maintaining and storing labor records (Government Decree No. 225 of April 16, 2003).
• Instructions for filling out labor documents (Resolution of the Ministry of Labor and Social Development of the Russian Federation No. 69 of October 10, 2003).

Indicating incorrect data in the book can lead to the loss of some part of the employee’s length of service. The responsible person should carefully check the completed records. There are some basic rules and recommendations that should be followed when filling out this document:

1. All entries must be made without abbreviations.
2. The title page must contain the organization's seal.
3. Entries must be made with a pen of the same color.
4. The use of gel pens is not allowed.

What threatens the employer if there is inaccuracy?

Failure to correct the dismissal entry in the work book on time often leads to negative consequences for the head of the organization. If because of this the employee was unable to re-employ, the employer will have to not only make changes to the documentation, but also pay compensation for those days when the former employee was deprived of the opportunity to earn money.

It is equally important to correctly make an entry in the employment record about the cancellation of dismissal. In a similar way: first you need to indicate the invalidity of the entry, and then write that the employee has been reinstated to his previous job.

The following is an example of correcting the date of dismissal in the work book:

Also see “Entry in the work book about dismissal in 2021.”

Read also

29.09.2018

Expert explanation on the procedure for correcting an erroneous dismissal date in the work book

The information portal of Rostrud “Onlineinspektsiya.RF”, September 2015, reports the following on this part of the issue. If incorrect (inaccurate) information is discovered, corrections must be made in the organization where this information was recorded. It is allowed to correct erroneous entries at a new place of work if there is a reason - an identification document from the organization where the error was made. Rostruda draws attention to the fact that the employer is obliged to provide the employee who contacts him with comprehensive assistance in resolving this issue.

Changes are made through declaring the erroneous entry invalid ( clause 30 of section 3 of the Rules ). The changes made must correspond to the original data of the document on the basis of which they were made . If the “source” is lost or contains some discrepancies, changes can be made on the basis of other documents that certify the necessary facts regarding the work performed.

Example 1. Mistake in the date of dismissal: procedure for correction

E. T. Gribova actually quits on February 15, 2018. The basis is the order of the employer No. 5 dated February 14, 2018. When making an entry for dismissal No. 6 in the employee’s work book, the personnel employee made a typo and wrote “12/15/2018” instead of this date.

In this case, only the date of dismissal needs to be adjusted. The adjustment procedure requires recognizing the distorted entry as invalid and indicating the exact date of dismissal. In the work book, the personnel employee makes the following entries for this purpose, verbatim:

1. Column “1”: “No. 7”.
2. Column “2”: “02/15/2018”.
3. Column “3”: “The entry for No. 6 is considered invalid. Dismissed on February 15, 2021 at her own request, clause 3 of Art. 77 Labor Code of the Russian Federation."
4. Column “4”: “Order No. 5 of February 14, 2018.”

Next, the personnel employee writes down his position, signs, and stamps.

Actions for specific errors

The procedure for changing incorrect information in a work book is generally standard for most situations, but there are cases in which there are nuances in registering changes in the work book. There are no fundamental differences from the basic situation, but it is necessary to strictly adhere to the order that was assigned by law for each specific situation.

Incorrect date

Correction of the record must occur according to the rules.

If the date of an event that occurred is incorrectly reflected - hiring, dismissal - HR specialists have two options for the development of events on how to make a change.

The first option is to make a note about the invalidity of the information under a certain serial number and immediately need to write down the correct date right there. The second option is to enter information twice: in the first entry indicate the incorrect data, and in the second indicate the correct date.

Both options have the same result, therefore. Each personnel officer chooses here the option that is more convenient for him.

Eg:

Invalid entry

A timely detection of an error in filling out a work report will significantly facilitate the transfer to another job.

To recognize the information as incorrect, the only option is to merge the two records. This type of correction must be made at the employee’s place of work where this entry was made. To correct it, you need to make a new entry with a note that the entry under a certain number is invalid and then make a correction appropriate to the situation.

If there is no possibility of correcting the entry at the previous place of work, such information can be corrected with the help of the successor employer, but the basis for the authority to change the information in the Labor Code must be provided in the document of the employer, as a result of whose activities the inaccuracies in the book were recorded.

For example:

Incorrect entry of order details

In these situations, the change procedure is also simple - we declare the incorrect entry invalid, with the obligatory indication of its serial number. After this, you can copy the entire entry when adjusting the order details.

For example, you hire an employee for the position of economist. It looked like this in labor:

This is exactly what correct correction of information in the Labor Code looks like in a situation where incorrect order details are indicated.

Correction of award information

Common mistakes when filling out a work book.

And in this situation it is necessary to act in the same way as previously described. Here it is advisable to make one general entry so as not to get confused with dates and avoid unnecessary mistakes. Typically, an error in the award data lies in the incorrect nature of the announcement of gratitude, therefore, you must be very careful when making corrections, since this section is the most erroneous among HR workers.

Options for correcting inaccuracies

The responsible person has the right to correct entries in the employment record. The decision to appoint such an employee is made by the company management. In a large enterprise, this is done by a HR specialist, in a small company - by a manager or accountant. An employer who is an individual does not have the right to keep books.

There are general recommendations on how to properly eliminate errors, including how to change an entry in the work record about dismissal:

1. Do not use proofreaders or an eraser to make corrections.
2. It is prohibited to cross out erroneous entries. Please enter the correct entry below.
3. Each new entry receives a serial number.

If an employee discovers errors in the labor record made at the enterprise where he worked before his dismissal, he should fill out an application addressed to the manager. It should describe the inaccuracy in detail with a further request to correct it. The application must refer to relevant documents. Then the manager prepares an order to make the appropriate changes. After this, the responsible specialist will be able to correct the entry in the labor record after recording the dismissal.

If a person left one company and got a job in a new organization, and then recorded a mistake made at the old place of work, he will need to collect documents confirming valid information. To do this, he will have to return to his previous place of work. After providing supporting documents, you can correct the date in the book. A sample of further actions is as follows: an order for changes is issued, which are then carried out by a specialist responsible for personnel issues.

If the enterprise where the entry in the document was made incorrectly was subsequently liquidated, the employee will need to go to the archive to restore it. There he must receive documentary confirmation of the correct data, after which it will be possible to correct the date of dismissal in the work book.

If the organization in which the erroneous entry was made is the first place of work of the resigning employee, the employment record is considered damaged. This is confirmed by the execution of an additional act. Accordingly, there will be no need to correct the date of dismissal. A new document should be created and executed properly.

When to take it

The form and procedure for filling out information about an employee’s work activity was approved by Resolution of the Pension Fund Board of December 25, 2019 No. 730p.

In accordance with Resolution No. 730p, information about employees in the SZV-TD form is transferred to the Pension Fund no later than the 15th day of the month following the month in which personnel events took place.

However, due to the coronavirus, the deadline for submitting the SZV-TD form has changed; on April 27, 2020, the Government of the Russian Federation Resolution No. 590 dated April 26, 2020 came into force. It provides that:

• if the hiring or dismissal of an employee occurred between April 1 and April 27, then the SZV-TD for each hired or dismissed employee must be submitted no later than April 28;
• for all cases of employment or dismissal from April 28, 2020, the SZV-TD is submitted no later than the working day following the day the personnel document is issued;
• when transferring an employee to another permanent job or if the employee submits an application for his chosen method of maintaining a work book (on paper or electronically), the SZV-TD must be submitted no later than the 15th day of the next month.