Work book Requirements for drawing up an insert in the work book

What does the insert look like?

To ensure that the employee’s career continues, and the records in his work record remain intact and in the correct order, special inserts were developed. This strict reporting form was introduced in 1940. The work book itself appeared in 1919.

The insert, like the work book, has a series and number. To avoid counterfeits, there is a special degree of protection. This is what the inserts used before and those used now look like:

Resolution of the Ministry of Labor of the Russian Federation No. 69 dated October 10, 2003 clearly regulates exactly how the inserts are filled. One of the mandatory conditions is the entry “Insert issued” in the work book, a sample of which looks like this:

Without this entry, even the insert sewn into the work book is invalid. The responsible person must also monitor the availability of strict reporting forms, because within 5 days entries about awards, incentives, and personnel changes must be made.

If the “Insert Issued” stamp is not affixed to the work book, a sample of which is presented above, the insert is not valid. If the organization does not have such a stamp, then it should be ordered, and such a record should be made by hand.

The importance of earbuds cannot be underestimated. They are as serious a document as the work book itself. It is impossible to refuse to hire a person due to the lack of this strict reporting form. This can lead to serious consequences, including reviewing the situation through the labor inspectorate, court or prosecutor's office.

Features of the liner

Any strict reporting form has its own security elements. It is now clear what the work book insert looks like, and its main characteristics are as follows:

• 36 pages for entering information;
• the cover is made of cardboard;
• format 88 by 125 millimeters;
• has a series and number;
• the title page is almost the same as that of the labor document;
• The columns in the insert coincide with the columns in the work book itself.

Only employers themselves can purchase these strict reporting forms. Demanding or accepting them from employees is strictly prohibited. All of them are issued by Goznak of the Ministry of Finance of the Russian Federation. The issuance of an insert in the work book, a sample filling - all this is regulated by the same Resolution of the Ministry of Labor of the Russian Federation.

Instructions for sewing in (video)

The document is sewn into the book, since it cannot be glued or fastened with a stapler or paper clips. It is best to sew it with threads manually or using a special sewing machine. In order to sew in the liner, you need to:

1. Open the form in the middle and make punctures in the insert with an awl. This will prevent damage to the book when stitching. It is best to make about 4 - 5 punctures to ensure secure fastening. The first puncture is made in the middle, the rest are at an equal distance from each other.
2. Place the insert between the last page of the work and the cover. When inserting the form, please note that after flashing, all entries must be intact and readable. The punctures should be located near the binding of the book.
3. Sew the form in with a special machine or needle. When stitching, you should use thick threads folded in half.
4. After the liner is sewn, the thread is cut and the ends are tied. The end of the thread is cut.

A diagram of how the liner is sewn in is shown in the following photo:

You can sew the insert in another place, for example, on the spread of a book or between two sections. But it is best to embed it at the end of the document, since in this case the page numbering and record-keeping logic are preserved.

You will learn more about how to properly attach the insert to a work book from a short video that describes in detail and shows exactly where and how best to sew the form:

Conditions for issuing inserts

The head of the organization can issue inserts in one of the following ways:

• Free of charge. In this case, the costs are borne by the employer himself (clauses 44 and 48 of the Rules approved by the Government of the Russian Federation, No. 225 of April 16, 2003).
• By charging the employee compensation equal to the cost of the form at the time of its purchase (clause 47 of the same Rules).
• Compensation for part of the cost of the insert by the employer, and the remaining part by the employee. This will require a special order.

Making an insert in a work book (sample)

Filling out work books and their inserts is the responsibility of employers, not employees. A citizen should not worry about this, look for strict reporting forms on his own - they will not be accepted anyway. The most common question from HR specialists is: “How to fill out an insert in a work book?” A sample data entry will simplify this task:

The insert is a continuation of the work book. The title pages of the documents must be identical. The requirements for both reporting forms are the same. The employer is obliged to follow them.

Numbering

The inside of the insert looks like a work book. Both documents have the same sections and columns. A sample design of an insert in a work book confirms that the numbering in the insert does not start from the beginning. The first entry in a particular section must have a number one greater than the number of the last entry in the work book.

This allows you to maintain the order and the actual and semantic unity of the entered data. It is quite normal for the employment record to end with a notice of dismissal, and the insert begins with a record of hiring. The answer to the question of how to fill out an insert in a work book (the sample entry is no different from the usual sample) in this case will be the same as for making other entries.

Placing a stamp

The insert is invalid without its registration, which can be done in one of the following ways:

• put a stamp and indicate the number and series of the insert;
• make a record of the issue of the insert manually, indicating its number and series.

Both options will make the strict reporting form valid. An example of filling out an insert in a work book looks like this:

The insert number is an identifier, so you need to be very careful when transferring it. All numbers must match.

If necessary, the employer can issue several inserts. A new entry about the issuance of the next insert is made on the cover, just below the previous entry.

How to correct the error

No one is immune from mistakes. And if a personnel specialist understands how to fill out an insert in a work book, then he may not always know how to correct mistakes.

Any insert is valid only after it has been sewn in, the title page has been filled out, an entry has been made in the required section and a stamp has been affixed to the work document itself.

A HR specialist may make a mistake when making an entry on the title page. In this case, it must be written off by drawing up an appropriate act. If an error is made when entering the number or series of the insert into the work book, then the answer to the question of how to correctly fill out the insert in the work book will be the following: make a note that the entry was erroneous and enter the data again.

If an error was made in one of the sections of the insert, then it is corrected exactly as in the work book. It cannot be crossed out or corrected. It simply says under the entry that it is invalid (the serial number of the entry is indicated). To do everything correctly, you should study the Rules for filling out the insert in the work book, a sample of making entries and corrections.

Entering changed data

A work book is issued to a person once. Over time, some information about him may change (change of surname, education, advanced training). There are certain rules for preparing an insert in a work book, according to which the information in it must be up-to-date.

To make sure that all changes are taken into account, before issuing and filling out the insert, you should have the employee fill out the form. Based on the specified data, it will be possible to determine the changes that have occurred and understand how to display them when filling out the insert. The rules for filling out the insert in the work book establish that the title pages of these two documents must be identical.

If the employee’s last name, education, or something else has changed, then it is necessary to request supporting documents, attach copies of them to the personal file, and then make changes to the work book and write down the updated data in the insert.

Is there an alternative to the liner

The insert is the only possible way to continue maintaining the work book. A HR specialist should not:

• use the new work book to continue maintaining the old form;
• paste additional sheets into the work book;
• replace the title of the section “Information about awards” with “Information about work” by crossing out and adding words.

Only using an insert is the right way out of the situation.

The most common errors and related problems

The insert in the work book is considered to be a separate document, but without the work book itself it is not valid. When preparing an insert, many employers make a huge number of gross mistakes.

For example, in a work book, all kinds of blots, erasures, cross-outs (as an exception in some individual cases) and corrections are not allowed. What happens in practice? When the employment form runs out of empty space in the “Information about work” section and there is simply nowhere to enter new information, personnel officers do the following: in the “Information about awards” section, cross out the word “awards” and write “work.” Such actions are a clear example of irresponsible, incorrect maintenance of work record forms on the part of employers. Problems that the employee is likely to encounter in the future:

1. If there is a need to change the current place of work, the new boss may simply not accept the applicant for the reason that his work book is filled out incorrectly. If the applicant values ​​this job, then he will have to return to his previous enterprise and demand that the HR department recognize such a “correction” as invalid. Next, the insert into the work book must be correctly prepared. If this does not happen, you will have to create a new work book while keeping the old one.
2. Retirement can also be accompanied by many conflicts due to dishonest maintenance of the work book form. This situation may lead to problems with the registration of social benefits according to work and insurance experience. An employee may simply lose an entire period of his working life. You will have to prove your case through the courts.

According to regulations, the direct employer is responsible for maintaining, filling out and storing work book forms and inserts for them. There is also liability for violating regulations, but nevertheless, the injured employee will have to deal with all the problems associated with violating the rules.

How to sew an insert into a work book

When there is nowhere to record information about the employee’s work or awards, the employer or HR specialist has a question about how to sew an insert into the work book. To carry out this operation you will need the following tools:

• work book in which you need to sew an insert;
• liner;
• needle (it is better to take a non-thin needle);
• threads (it is not recommended to use thin threads, they do not guarantee strong sewing of the liner; it is better to use harsh threads);
• scissors;
• awl (you will need it for making holes);
• special stamp “Insert issued”.

The legislation does not regulate how the insert is sewn into the work book; there is no example of correct sewing. But there are certain rules that should be followed:

• the insert must be sewn to the work book;
• simple storage of the work book and the insert enclosed in it is not allowed;
• the insert cannot be glued or attached to the work book with paper clips.

This severity is not accidental. It is the sewing that ensures reliable fastening. This is a guarantee that the insert will not fall out or get lost. The photo “how to sew an insert into a work book” will help you figure out where it is best to attach it.

If the insert is simply inserted into the work book, then it is invalid. The work book and the insert must be a single whole.

Where to sew the liner

The legislation does not regulate where exactly the new form is sewn. This allows you to place it at the beginning, end or middle of the work book. The most convenient option from a technical point of view is the middle. But if you file the insert in the work book exactly there, this will divide the records into two parts.

HR specialists usually sew an insert into the end of the work book. This keeps all records consistent. But sewing into the beginning is not a violation. Therefore, the responsible person or manager can make a decision regarding the documents of his employees, where the insert is sewn into the work book.

Instructions for sewing in the liner

Armed with all the necessary tools, the HR specialist or other responsible person can proceed directly to the procedure of sewing in the liner. You must act in the following order:

• You need to make punctures in the liner itself. This should be done with an awl so as not to damage the book and preserve its appearance. The legislation does not regulate the number of punctures. For reliable fastening, it is better to do 4 or 5. The first puncture is made in the middle of the liner, and only then the remaining holes are made.
• After this, the unfolded insert is applied to the part of the work book where it will be sewn. Punctures must be made carefully so as not to damage the strict reporting forms and not to make holes in the records. The punctures should be located at the binding itself.
• The threads are inserted into the needle. It is better to use thick threads; they will not tear or fray. Afterwards the insert is sewn to the work book. The number of stitches is not limited. It should be sewn in the same way as internal orders are sewn into separate books. At the end, the thread is cut and its ends are firmly tied. This will ensure a firm fit of the insert to the work book. The ends of the threads must be trimmed.

Some organizations have special sewing machines designed for fastening documents. They have a wide stitch pitch. They can be used to sew in the liner, securing the threads at the very end.

Placing a stamp

This completes the sewing procedure. But the insert will not yet be valid. A special stamp “Insert Issued” is affixed to the title page or cover of the work book (at the beginning, not at the end). Every employer is required to have one. You won't be able to make it yourself; you'll have to order it.

If the organization does not have a stamp, but the insert needs to be sewn in urgently, then the entry “Insert Issued” can be written by hand. This will not invalidate the document. In addition to the inscription, the number and series of the attached insert are indicated.

The procedure is standard for any HR specialist. And such a detailed consideration will help you remember for a long time how to file an insert in a work book; a photo or video will make the process even more visual and understandable.

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Very often, HR department employees, and the workers themselves, wonder whether it is necessary to write an application for an insert in the work book, and if so, in what order to do it. A work book is a state-issued document that confirms the labor activity of a citizen of the Russian Federation: his length of service, positions, awards and promotions.

It is necessary for every able-bodied person to have a work book to ensure guaranteed pension provision in the future. All individuals and legal entities-entrepreneurs are also required to maintain work books.

For those who do not know what the insert in the work book is for, this information will be useful.

Important The title page of the insert is filled out on the basis of the employee’s passport and his education document.

On the first page you must also enter the name and signature of the employee responsible for registration.

Attention: The signature of the employee to whom the insert belongs must be located nearby.

If the employee’s personal data changes, then changes must be made both to the work book itself and to the insert (with reference to the labor legislation of the Russian Federation).

Information about the insert HR department employees and employees also need to know where information about the insert is written in the work book. In order to correctly enter information about the insert, you first need to put the “Insert Issued” stamp on the title page of the work book itself. Info Please note that this is the same document.

An insert without labor is invalid.

Therefore, the main rule and purpose of filling out the insert is to transfer information from the labor report into it. To do this, the entries on the title page of the insert must fully correspond to the information on the title page of the book. All information must be entered correctly, in accordance with the Rules, Instructions and nomenclature documents that define the general rules for maintaining TC.

It is necessary to be guided by the fact that all the requirements established for maintaining books are fully applicable to maintaining inserts.

Is the insert valid without a work book?

The Labor Code of the Russian Federation clearly establishes the procedure for using work books and inserts. And if the first strict reporting form itself is valid, then what about the insert? Can it be presented separately?

Employers, HR specialists or employees themselves may wonder whether the insert is valid without a work book? The Rules and Instructions for filling out these documents state that using the insert without a work book is impossible. By itself, it has no force and cannot be accepted for consideration.

The Labor Code of the Russian Federation states that a manager, personnel specialist or other responsible person cannot perform the following actions only if there is an insert:

• hire a person;
• dismiss;
• make notes in the insert;
• perform other actions with the insert.

A document can be accepted and used if it is sewn into a work book, on the title page or cover of which an entry is made indicating registration of the insert.

Filling Features

Filling out the insert begins with the title page.

Under no circumstances should you copy information about the owner of the document from the work book. Any entries are made on the basis of a passport, diploma, etc. Otherwise, there is a risk of encountering a situation where the employee managed to change his last name (received an education), but the changes are not yet reflected in the work book.

Let's look at the main points:

1. The title page is initially filled out . Information is taken from the employee’s documents. Any errors are unacceptable and no corrections will be made. If an incorrect entry , the insert is disposed of and a new one is created. In this case, the employee does not pay for the negligence of the personnel officer. The amount for only one insert is withheld from his salary ; the damaged document is covered by the employer.
2. The responsible person certifies the first sheet of the insert with his signature (it is better to write the last name).
3. A seal is (a personnel seal, if not, then a stamp seal).
4. The date is written on the title page of the insert . You cannot duplicate a date from a work book. They are always different because they start at different times.

Entries in the insert itself are made according to the same rules as in the work book.

Sample application for insert in work book

Sometimes enterprises require you to write an application for an insert in the work book, a sample of which allows you to fill out the document correctly. There is no statutory form for such a statement, but it does exist in the organization.

It is not always necessary to write a statement when issuing an insert. If the employer himself does not ask the employee about this, then there is no need to show your initiative. The requirement to write an application for an insert in the work book may be associated with the following situations:

• The employer will deduct the cost of the work book from the employee’s salary. A written statement will become the basis for such actions. Without it, you cannot deduct funds; it would be illegal.
• The application is required to confirm the issue and use of the form. In this case, the document will become another form of accounting and control of inserts and work books. They are strict reporting forms; their use must be justified. Even if the insert is damaged, a write-off report is drawn up.

There are situations when an employee insists on writing a statement himself. In this case, there is no need to refuse him. After the application is accepted, it should be included in your personal file and an insert should be issued.

Writing an application

If the enterprise has an established form for such an application, then it is better to use it. Otherwise, it is written in random order.

First, indicate whose name the application is being written in. The recipient must be the head of the organization. It is not necessary to hand over the document to him. You can also leave an application to other authorized persons (chief accountant, HR specialist).

Then it is written down who is the author of the application. The following data is indicated here:

• FULL NAME;
• job title;
• name of the structural unit.

Next comes the title of the document – ​​“STATEMENT”, and below is its text. This is where the request for the insert is written, the basis for its use (the columns in the section on work or awards have run out).

The applicant expresses willingness to pay for the insert. Here you can indicate a specific cost, which is better to clarify with the accountant himself.

At the end of the document, the date of its preparation and a personal signature are affixed. They must be written by hand, the rest of the data can be typed on a computer.

In the future, it is this statement that will be the basis for drawing up an order and making an entry in the work book and inserts.

Purchase

According to the law, the employer is responsible for entering data and maintaining labor records while the employee is on the company’s staff. In this case, the question arises: who should buy the insert and work book? The regulations clearly state that the employer purchases the forms in question for the employee.

Including if the employment has not yet been established, that is, the employee gets a first job after completing his studies.

Since purchasing something is an expense, it is quite logical for employees to be indignant if they try to charge them the cost of forms. After all, the law clearly states who should buy an additional insert for the work book.

Here we need clarification, although the purchase of forms and additions to them is the responsibility of the employer, according to the law, he has the right to deduct the cost of such a purchase from his salary - this is legal. The employee is required to pay the cost of the forms, despite the fact that the employer purchased them.

The financial issue regarding the purchase of labor and liners is especially relevant for beginning entrepreneurs, because any costs can be critical for their profit.