Receiving a work book in hand upon dismissal: a sample receipt, deadlines, and how long is stored, when should it be issued when paying at one’s own request?

It is the employer's responsibility to correctly fill out work books and store them. Therefore, it is necessary to carry out checks from time to time to ensure that all conditions are properly met. It is also recommended to do this when changing the official whose responsibility includes working with these documents. If this happens, then an act of transfer of work records is drawn up. The sample that you will find at the link at the end of this article will help you prepare it correctly. In addition, this act may be needed in some other situations, so it is worth understanding all the intricacies of its execution.

Reasons for compilation

The purpose of this document is to record the movement of a large number of books. If necessary, the employer will be able to use it in the future to confirm this fact. Therefore, drawing up an act of acceptance and transfer of work books according to the model we offer will not be superfluous: everything must be done correctly and without errors.

Such a need may arise in the following situations:

when changing an employee whose responsibility includes working with books;
during a company reorganization, if a new structure is separated or an enterprise is acquired;
when transferring a certain part of the books to individual departments.

There are other possible reasons. The act of acceptance and transfer of work books is necessary in any case, except for issuing the book directly to its owner.

Also see “How to correctly write an application for the issuance of a work book?”.

Receive-transmit

The document is drawn up when it is necessary to transfer accountable papers to another employee of the personnel service, appointed by order of the manager to be responsible for maintaining and storing forms, for example, when the previous person in charge leaves the company. The act of transferring work books upon dismissal of a personnel officer removes the responsibility for ensuring their safety from the person leaving and assigns it to another employee. In accordance with the data from the TC traffic record book, a list of transferred papers and information on the presence of inserts is indicated. After this the transfer takes place.

Compilation and filling

At the end of this article you will be able to document the acceptance and transfer of work records in order to draw it up correctly. In any case, this should be done by more than one person: a commission is appointed, which can consist of 3 or more persons. To do this, prepare an appropriate order, which is issued by the organization.

ATTENTION
The commission cannot include the employee who hands over the forms and the one who will accept them.

The members of the convened commission must select a chairman who will lead the process.

The act is signed by the members of the commission. This document must also be approved by the head of the organization.

If the books are transferred to another company, then any of the managers can approve the act for performing this action.

If necessary, we offer an act of transfer of work books and use it to fill out. The fact is that there is no officially approved version for this document, so many organizations use ready-made samples or develop their own versions, if necessary.

The act must contain the following points:

the full name of the organization (you can use the company’s official letterhead to draw up the document);
Date of preparation;
approval stamp and seal (if any);
indicate the full composition of the commission and the immediate reason why the books are being transferred;
information about the books is entered into the table, as well as their number;
signatures.

Despite the fact that there is no established form and you can use a sample act of checking work records or develop your own version, there are some general requirements for this document:

it can be in writing, on a computer or by hand;
there should be no corrections in it, no blots are allowed (the handwritten version must be easy to read);
signatures must be put personally by the owners;
If the document has several pages, then they are numbered in order and stitched together.

All this matters when checking work records. After all, if the documentation is prepared incorrectly, it will not have legal force.

Also see “Book (journal) of labor records”.

From our website, you can use the direct link below for a free certificate of acceptance and transfer of work books.

Sample of drawing up an act of acceptance and transfer of work books

Filling out the information header of the document

First, in the middle of the line, write the full name of the company and the title of the document.
Then the date of drawing up the act and the locality in which the organization is registered are indicated.
After this, on the right (or on the left - it does not matter) several lines are allocated for approval by the head of the company: here you need to enter his position, last name, first name and patronymic, and also put the date of approval.
Next, the employee who transmits the work books and the employee who receives them are entered: their positions and personal data are also indicated here.

Filling out the list of work books and inserts

A table that contains all the most basic information about work books:

last names, first names and patronymics of the owners,
series and numbers of documents,
presence of inserts,
and the necessary notes are also written separately: condition, information about records, demand or lack of demand, etc.

Below the table the total number of documents included in the act is indicated.

The second table reflects information about inserts and blank forms of work books stored at the enterprise. Their series and numbers are also recorded here, but no additional data can be specified.

Finally, the act must be certified by the signatures of the transferring and receiving employee, as well as members of the commission who took part in the procedure for transferring work books. All of them must have their positions indicated, and their signatures must include transcripts.

Where are the records of work records reflected?

To keep track of work books, as well as work book forms and inserts therein, employers must keep:

receipt and expenditure book for accounting of work book forms and inserts in it;
a book for recording the movement of work books and inserts in them.

The forms of these books are approved in the Instructions for filling out work books, approved by Resolution No. 69.
The income and expense book must be kept in the accounting department. This book contains information about the receipt and use of work book forms, indicating the series and number of each form.

The book of accounting for the movement of work books and inserts in them is maintained by the personnel department or another division of the organization that processes the hiring and dismissal of employees. It registers all work books accepted from employees upon entry to work, as well as work books and inserts in them indicating the series and number issued to employees again. Upon receipt of a work book in connection with dismissal, the employee signs on the personal card and in the book for recording the movement of work books and inserts in them. Both books must be numbered, laced, certified by the signature of the head of the organization, and also sealed with a wax seal.