Entry in the work book about hiring: basic rules, sample registration in 2021

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Published: 06/19/2018

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Russian labor legislation obliges all entrepreneurs acting as employers of individuals to properly document labor relations with them. The work books of hired workers must promptly reflect reliable data on their official employment, and any violation of the regulatory regulations is fraught with administrative sanctions for individual entrepreneurs in accordance with Article 5.27 of the Code of Administrative Offenses of the Russian Federation.

Let's consider an important question for novice businessmen: do you need to make an entry in your employment record when working for yourself? Who and how should record this information in the registration document and the length of service of the entrepreneur himself?

• Is it necessary to fill out a work book for individual entrepreneurship?
• In what cases can the work book of the individual entrepreneur himself be filled out?
• The procedure for filling out a work book for individual entrepreneurship

General points related to the work book for individual entrepreneurs

Every citizen who works in our country must have a work record book. An entry in the work book about being hired gives a count of your work experience. Correcting an error in a work record entry is a complex and costly process.

As for the main nuances of maintaining a work book as an individual entrepreneur, it is worth paying attention to a number of points. So, for example, an individual entrepreneur must purchase labor for his employees himself, but can ask the employee for a favor to divide the cost of the purchase between them.

Also, an individual entrepreneur has every right not to issue orders for his enterprise on hiring a citizen.

An individual entrepreneur must himself, in accordance with the rules established for personnel officers, maintain the employee’s work book.

An individual entrepreneur, at his own discretion, accepts an employee for a certain position , and also assigns him a salary and maintains his work record book, so in fact and by law he is an employer. He also enters information about awards in the work book.

IP work book - what is written in it

The legislation obliges all entrepreneurs who have created individual entrepreneurs to maintain the shopping and entertainment company of their employees. But the individual entrepreneur does not record anything in his own similar document.

This is explained by the fact that the individual entrepreneur:

1. Engaged in entrepreneurship, not work.
2. By status, he is not an employee.
3. Does not perform any labor functions.

The individual entrepreneur is registered with the Pension Fund as an entrepreneur. This will serve as the basis for further registration of his pension.

Important! The distribution and distribution system for individual entrepreneurs is not maintained, since it contains information only about the performance of labor functions

Do I need to make an individual entry in my work book for myself?

Every citizen of Russia who officially carries out his work activity must be properly registered. But what to do in the case of an individual entrepreneur? We are accustomed to the fact that only the employer creates a work book for an employee, but who is the employer of a private entrepreneur? No one of course. Individual entrepreneurs work for themselves and do not report to anyone.

Is it possible to create a work book for yourself ? The Labor Code does not deny this provision, but does not approve it either. An individual entrepreneur does not need to create a work book. Firstly, no one will check it, and secondly, this is not provided for by law, which means, as a general rule, it is illegal.

It is also worth keeping in mind that the pension fund, as well as the tax office, independently calculate the payments made by the entrepreneur, and also calculate his length of service. If an individual entrepreneur is an honest tax payer, this means that he can count on a decent pension when he reaches the appropriate age.

Entry in the work book about employment in an individual entrepreneur

Hiring an employee to work for an individual entrepreneur is a whole event. The employer needs to be clearly aware of the pattern of his behavior, and also know the sequence of his actions.

Many employees themselves do not know how an employment contract and other labor documents should be drawn up correctly, which is why your task as an employer is to know this information in order to correctly formalize the hired employee.

Before proceeding to filling out the work book, the employee must undergo an interview. Based on the results of a successfully completed interview, an employment contract is drawn up.

Only then does entry into the work book begin. Read about the rules for filling out a work book when applying for a job with a probationary period here.

Requirements for filling in the case of hiring employees

How to correctly make an entry in the work book about employment in an individual entrepreneur is stated in the Decree of the Government of the Russian Federation dated April 16, 2003 No. 225. Let us list the basic principles:

• the document does not use abbreviations;
• all records are assigned a sequential number;
• if the TC runs out of pages, an insert is inserted and numbering continues;
• part-time workers do not have to enter information about activities other than their main location. This is done only if the employee himself requests it;
• notes on violations of internal regulations or disciplinary sanctions are not entered on the form.

How to apply for a work permit for an employee if this is his first work experience?

So, imagine that you hired an employee to help you. But, as we know, and in accordance with the legislation of our country, he cannot work for you unofficially. That is why the fact of the existence of an employment relationship between you must be documented.

But what to do if an employee decides to get an official job for the first time . In this case, you need to correctly draw up the employee’s first employment document. Where to start if you yourself are a young individual entrepreneur who has never encountered anything like this?

First, you need to worry about purchasing a work book. You can purchase it at any print store. But here the entrepreneur is faced with the question of who exactly should be involved in purchasing the document. Since Article 16 of the Labor Code states that it is the employer who hires the employee and is the drawer of his labor document.

This means that it is the employer who purchases the work book for his employee . Also, the employer cannot shift this responsibility to a subordinate. The only thing an individual entrepreneur can do is, with the employee’s consent, to withhold half of the labor cost from the employee’s salary.

If the work report is created for the first time, then it is the employer who is responsible for filling out the work report. Therefore, an entrepreneur needs to take this process very seriously. For more information about registration when applying for a job, see the article at the link.

Filling out a work book by an individual entrepreneur - sample:

Responsibility of individual entrepreneurs for violation of the Labor Code of the Russian Federation

The generally accepted rules in the country regarding the maintenance and storage of fuel dispensers completely apply to individual entrepreneurs. Here's what entrepreneurs should keep in mind:

Important! All responsibility for compliance with the Rules regarding fuel dispensers rests entirely with the individual entrepreneur.

How to make an entry in the work book of an individual entrepreneur (employee)?

Title page

The title page contains basic information about the employee. Filling it out correctly and without errors is an important task, because only if it is filled out absolutely competently and correctly can the work book be considered valid. Correctly enter the employee's last name, first name and patronymic.

The next step is to correctly indicate your date of birth. There should be no strikeouts or corrections in the work report.

Now you need to indicate the employee’s level of education. So, the entry should appear in the line: “higher”, “secondary” or “secondary-specialized”.

It is worth remembering that your level of education is stated in a special document called a diploma.

Your graduation specialty is also indicated there. For example: “Higher education. Lawyer".

Next, the work book is signed by the employee and the employer himself. This completes the filling of the title page in the book.

Employment Record

It is mandatory to make a record of employment in the work book. To do this, fill out all the columns of the form in the work book.

Let's look at it step by step:

1. the first column indicates the record number, but since we are considering a situation in which you are the first employer of the employee, this number will be the first.
2. in the second column we indicate the date of drawing up the labor contract.
3. in the third column, which talks about job information, we indicate the place of work and position of the employee.
4. in the fourth column an ​​order is written in large organizations, but when working for an individual entrepreneur, the number and date of filling out the employment contract are indicated.

The signature of the manager and the seal of the individual entrepreneur are also affixed.

An example of such an entry might look like this : “No. 1. 06/12/2015. IP Zaitseva. Hired as a sales consultant. Employment contract No. 123 dated June 12, 2015.”

Record of dismissal

In case of dismissal, a similar entry is made, however, there is no need to write the name of the organization. When dismissing, the reason that served as the dismissal is written.

An example of such an entry looks like this: “No. 2. 11/07/2015 Dismissed from the position of sales consultant at his own request.” Next, the signature and seal of the individual enterprise is affixed.

Awards page

If during the course of his work, an employee received awards, it is also worth writing about this in his employment record, so that the next employer can appreciate what a valuable personnel he received.

The award is also recorded in the work book . The entry is assigned its own number and date. The information about the award indicates which award the citizen has received. Maybe it's a diploma, a state award or another type of encouragement. In general, the entry looks something like this: “No. 1.26.07.2015. IP Morozova. Awarded gratitude for preparing and holding an event with veterans on May 9.”

This record is certified by the employer’s signature and seal.

We are hiring

An individual entrepreneur makes an entry in the work book of an employee if he has worked five working days and this place is his main place of work (clause 3 of the Rules for maintaining and storing work books, approved by Decree of the Government of the Russian Federation No. 225 of April 16, 2003).

For those entering work for the first time, an individual entrepreneur draws up a work book within seven days in the presence of the employee. When filling out the title page, indicate:

• Last name, first name, patronymic of the employee;
• Date of birth in the format (dd.mm.yyyy);
• Education;
• Profession, specialty;
• Date of completion;
• Employee signature;
• Stamp and signature of the responsible person (entrepreneur).

Sample of filling out the title page

Next, enter information about the work. The record number is entered in order, the date of employment, the record of admission to the position, the basis for admission. For employees hired before 10/06/2006, the basis will be “employment contract dated 11/11/1111 (date) No. 1 (number).”

For applicants after October 6, the basis will be “order dated 22/22/2222 (date) No. 2 (order number).” Since individual entrepreneurs must use unified forms of documents to formalize labor relations: employment orders, personal cards of employees (form T-2), etc.

If an incorrect or inaccurate entry in the work book is made by the employer-entrepreneur and his activities are terminated in accordance with the law, then the correction is made by the employer at the new place of work.

Sample of filling out an individual entrepreneur's work book

How to make changes (correct) correctly?

If there is a need to enter changes or corrections, then you should do this as carefully as possible. If the matter concerns a change of full name, then the changed data should be crossed out, and on the left side of the main spread write on the basis of which document the action was performed , for example, changing the last name on a marriage certificate.

If you need to change the entry in the line where the work data is indicated, then you must indicate in the next paragraph that the entry is incorrect, and rewrite the correction in the next paragraph. For example: “No. 2. 07/26/2015. Point No. 1 is invalid. No. 3 IP Morozova. Awarded a certificate for preparing and holding the event.”

All records are certified by the seal and signature of the manager.

Features when working for an individual entrepreneur

If an employee works for an individual entrepreneur, he must be prepared for the fact that his employment records will look a little different than those of employees of organizations. For example, there is no link to a document that speaks of dismissal. In recording the fact of hiring, award or dismissal, the employer can only refer to the employment contract and the labor code, and specifically its articles.

Another feature of working for an individual entrepreneur is the fact that the employer fills out the documents himself , without involving HR department employees because they simply do not exist.

If an employee quits but never picks up his work book, the individual entrepreneur does not have the right to get rid of it. He must, according to all the rules, first try to contact the employee or his relatives.

If this fails, then the employer sends the document by registered mail to the place of residence. If the location is unknown or the employee does not receive the book, it is necessary to keep it at home until the employee shows up at the employer to pick up the document.

The employer must provide a work book to the starting employee himself . These and many other nuances will accompany the employee and employer in their labor interactions.

Filling out a work book for an individual entrepreneur

A work book is a document containing information regarding the specialty, awards and professional experience of an employee. The Labor Code of the Russian Federation requires that an entry be made in a document for each employee working for more than 5 working days. An insert is added to the note in the document. All contracts, agreements and agreements must be in writing.

Work book cover

To find out how to fill out a work book when applying for a job, a sample individual entrepreneur can be found on the official websites of government departments. The document contains general information, dates of admission and dismissal from a work position. Everything about filling out the document is spelled out and approved in government decree number 225 of April 16, 2003 and in decree from the Ministry of Labor number 69 of October 10, 2003. The procedure for registering hired workers and various examples of filling out work books are also given there.

The entry in the labor individual entrepreneur must contain the following information:

• employee information;
• information describing his work;
• facts of hiring or dismissal from the staff and indication of the reason;
• changing a permanent job to another;
• information regarding bonuses and incentives for success in the workplace.

According to the fifth paragraph of the Rule, the work book does not indicate information about the disciplinary liability of the employee in connection with events that led to losses for the organization. This could be, for example, an incident at a company.

Important! If the punishment was dismissal from work, a note in the work book is required.

There are no separate rules and features for maintaining work books for individual entrepreneurs, so you should be guided by the Rules created by the government and the Ministry of Labor. But it is still necessary to pay attention to several features not specified in the Instructions and Rules:

• The third column of paragraph 3.1 of the Instructions in the “Work Information” section mentions that the name of the organization should have been indicated in full and in abbreviated form.

Also, the name of the employer, who is an individual entrepreneur, must be indicated in accordance with the document confirming the status of this person as an individual entrepreneur. The confirmation is a certificate of registration of an individual entrepreneur, which contains the first name, last name and patronymic (if available). This information must be written in full, excluding all abbreviations.

• According to the Instructions and Rules, it is necessary to provide an individual entrepreneur’s seal only in some cases.

Of course, a seal is not a prerequisite for concluding an employment relationship and filling out a work book. Therefore, it is important that every action regarding filling out documents is supported by federal legislation. A seal and its presence are not a mandatory requirement for individual entrepreneurs.

• An individual entrepreneur has the right to certify various documents only with his signature.

Important! An individual entrepreneur must sign each document independently to avoid misunderstandings. It is also correct to issue employees a certificate stating that the individual entrepreneur does not have a seal.

Recruitment

Making an entry in an employee’s work book by an individual entrepreneur is possible if the specialist worked in the company for five working days and this organization is his main place of work.

Responsibility for violations

If one of the parties commits a violation in filling out the work book, then an administrative fine will be imposed.

At an enterprise, it is imposed on an employee of the HR department, and in the case of registration of an individual entrepreneur, it is most often imposed on an individual entrepreneur.

For incorrect or untimely execution of a work book, for its damage or loss, as well as failure to issue it upon dismissal, the employer, represented by an individual entrepreneur, bears administrative liability in the form of a fine in the amount of three hundred to five hundred rubles.

Results

The procedure for filling out a work book is regulated in detail by Instruction No. 69 and Rules No. 225. In order to know how to fill out a work book correctly, the personnel department needs to familiarize itself with these documents, study the provisions and standards contained in them - both technical and substantive.
In particular, when filling out work books, the legislator requires continuous numbering of the events entered, recording entries in Russian, etc. The main substantive requirement is to reflect absolutely all the facts from the employee’s work history, leading to both career advancement and a change of place of work. It is important to monitor the reliability of such facts. Namely: make entries in the work book only on the basis of original documents or notarized copies. You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.