Sample design of an insert in a work book 2021

When is an insert in the work book completed?

The insert is drawn up as part of a paper work book in the event that one of its sections is completed and there is a need to further enter data into it. A correctly executed insert becomes an integral element of the book and is not valid without it.

The work book has 3 sections to indicate information about:

employee (also called title page);
work;
employee benefits.

Thus, the HR officer may need to prepare an insert if the fields in any of the specified sections run out. At the same time, as soon as the insert is sewn into the book, you cannot continue making entries in the empty fields remaining in it - subsequent data can only be legally entered into the sections of the attached insert.

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Most often, a personnel officer has to perform the following operations:

filling the insert;
sewing in the liner;
legal registration of the use of the insert in personnel document flow.

Let's study the specifics of these procedures in more detail.

How to apply

Instructions and a sample on how to draw up an insert in a work book 2020 are simple. It is filled out similarly to the rules established for a work book.

The title page contains the following information:

FULL NAME. employee (in full, as in the passport on the day the information was entered);
date of birth;
education and specialty;
date of registration;
personal signature of the employee;
signature of the person drawing up the form and seal (if used in the organization).

The professional activity document and the title page contain identical information. The date of registration must match the actual date. It coincides with the date of the first entry made.

The title page is stamped by the organization that issued the form. A sample of filling out the insert in the work book in 2020 in the spread for information about work contains data recording:

record number in order - in the 1st column;
date of entry - on the 2nd;
information about work - in the 3rd;
information about the administrative act that is the basis - in the 4th.

The numbering of entries in each section is continuous, that is, it is a continuation of the corresponding sections (clauses 11, 18 of the Rules of Decree 225). For example, a section with information about work ends with entry No. 17, then in the insert in a similar section, the numbering of entries should begin with No. 18.

A form is a document of strict accountability; the data of the document to be destroyed (its number) is entered into the accounting journal. Corrections or blots must not be allowed (clause 30 of Resolution 225). If there are any, the form is considered damaged. It is necessary to destroy it and issue a new one.

The law clearly defines whether it is possible to have two work books - it is not. And the maximum number of inserts that can be issued has not been established. If there is a need, sew in the 2nd, 3rd, etc., not forgetting to put a stamp indicating its provision, indicating the number and series.

How to fill out an insert in a work book?

Filling out the insert is in many ways similar to the procedure for filling out the work book itself. So, the personnel officer, first of all, will need to indicate the data in the first section of the insert - on the title page. Namely:

date of completion of the document;
personal information about the employee.

The information on the title page of the insert is certified by the signature of the employee himself, as well as a specialist from the company’s HR service.

Read about filling out work books in the material “Work book - sample of filling out a job application.”

Whether it is necessary to take an application from an employee for the issuance of a labor slip, find out in ConsultantPlus by receiving free trial access to the system.

The next stage of filling out the insert is entering information in sections 2 and 3. The structure is the same as in the work book and reflects data on the employee’s work and remuneration. The basic rules for filling them out are identical to those that characterize filling out the book itself:

data in columns 1, 2 and 4 are indicated in fields located at the same level with each other, as well as opposite the field reflecting the employer’s implementation of a particular legal action (for example, hiring an employee, dismissal, awarding);
the serial number of the entry recorded in column 1 must be one more than the previous number (even if it was previously indicated directly in the work book);
Abbreviations are not allowed when entering data into a document.

Sample title page design

The work book and the title page of the insert 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 first name, patronymic, and last name of the employee who owns the TC. Below is the date of birth and specialization of the employee. Here, information about the employee’s place of study is specified or the education received is indicated, since education is (in some cases) the basis for hiring the employee for the corresponding position.

We will show a specific example - a sample of how to fill out an insert in a work book in 2021 in compliance with current rules.

The title page should be filled out carefully. Blots and corrections are not allowed; in case of an error, the form is considered damaged and destroyed. Since we are talking about strict reporting documents, the number of the damaged form must be recorded in the accounting journal.

IMPORTANT!

It is recommended to enter a record of the presence of the attachment, its series and number in the TC after sewing in the correctly completed tab. If the inscription was made in advance and it is incorrect, the information must be corrected.

The date of completion of the title page and the stamp of the employing organization (if any) must be included.

ConsultantPlus experts looked at how to reflect in accounting the operations of receiving and spending forms of work books and inserts for them. Use these instructions for free.

Legal registration of the insert: nuances

Legitimization of the use of the insert as an element of the work book is carried out through:

entering information about him in the book of work records and inserts;
affixing the stamp “Insert issued” in the book and writing in its fields the series and number of the insert.

The solution to the first problem, as a rule, does not involve significant problems: all the personnel officer needs to do is enter the necessary data into the unified form approved in Appendix No. 3 to the Resolution of the Ministry of Labor dated October 10, 2003 No. 69.

Certain difficulties may arise when affixing the “Insert Issued” stamp. Let's consider this nuance in more detail.

What is it needed for

The work book contains all the information about work throughout life.
The form established by the legislator includes 10 spreads. If a person has repeatedly changed his place of work, there are no empty columns left for making entries about career changes. And you can’t use award spread pages for this. But the work book confirms the length of service, so the employer is obliged to continue making entries. That's what the insert is for. The regulatory framework, which sets out the rules and a sample of how to fill out the insert in the work book 2021, is presented in several documents:

Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 (form determined);
Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 (registration procedure);
Order of the Ministry of Finance of the Russian Federation dated December 22, 2003 No. 117n (providing employers with forms).

What might a sample entry “Insert issued” look like in a work book?

The stamp in question must be affixed to the work book immediately after the insert is filled out and sewn into it. Technically, the stamp must be ink, just like the organization's seal. It usually contains elements such as:

rectangular outline;
the phrase “Insert issued”;
the words “Series” and “Number”;
lines - for ease of entering the series and insert number.

The legislation does not regulate in which part of the book the corresponding stamp must be affixed. Most often it is placed on:

title page, provided that it does not distort existing data;
page located before the title page and adjacent to the cover of the book.

It happens that the personnel officer does not have the appropriate stamp at his disposal. There is no problem with this - instead of a stamp, you can manually enter the phrase “Insert issued”, the words “Series” and “Number” into the book.

The legislation of the Russian Federation does not directly provide for the possibility of making an entry about the insert in the work book instead of affixing a stamp, but this action of the personnel officer is not illegal. A similar position is shared by many experts, as well as courts (decision of the Moscow City Court dated October 12, 2010 No. 4g/7-8997/10 in process No. 2-4901/09).

It is extremely undesirable for a personnel officer to imitate a stamp, for example, by drawing its graphic elements with a pen. If the personnel officer uses, as an alternative, to record information about the insert manually, then he must perform all his actions with a pen, and of the same color.

What does it look like

If you understand what an insert in a work book is, then this is an additional form for entering information about work, which is used when there are no blank pages in the main part of the Labor Code. Although in fact this is a continuation of the Labor Code, the form of insert into the work book has a separate series and number, is a document of strict accountability and is invalid without the main Labor Code. If there is no space left for notes about the work on the insert pages, then use another one.

The employer who currently stores the employee’s labor code is required to purchase, record and fill out the new document. Subsequently, the cost of the form is deducted from the employee’s salary (with mandatory prior notification). Information about issued applications is recorded in the work book movement book, indicating their series and numbers.

Results

The legislation of the Russian Federation requires employees of personnel services in a number of cases to draw up inserts in the work book. It is important to avoid mistakes when filling them out, as well as when legitimizing the use of inserts through special stamps or records.

You can get acquainted with the peculiarities of legislative regulation of other aspects of legal relations involving employers and employees in the articles:

“How to quit without working 2 weeks in 2021 - 2021”;
“What is considered late under the Labor Code?”

You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

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.

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 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:

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.
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.

Does numbering always continue?

At the same time, it is important to understand that there are also cases when the numbering in the insert in the work book must be carried out with deviations from the general rules. This situation arises when there is not enough space in the work book and the text of the entry continues in the corresponding section of the insert. In this case, according to clause 3.1 or 4 of the Instructions, in column 1 of the insert the same number must be entered as the entry being continued. The next entry will have a new number.

In the case where an entry in the work book or in the insert was made with errors, the correcting entry in the insert should be numbered with the next number, and not the one that the entry being corrected has.

Rules for storing and maintaining labor documents

According to Resolution No. 225, the maintenance and storage of work books and the production of forms takes place on the basis of the Rules. Section 5 of these Rules provides information in the form of Articles 38 and 39 about the insert in the work book.

Article 38 states that if all pages of one section of the book are filled out, a special insert should be filed in it. It is drawn up by the employer in the same manner as the work book. The article also indicates that without the main document, a separate insert is not valid and cannot be presented to the Pension Fund or other organizations as part of a specific work record.

Thus, if an insert from your work book accidentally comes off, you should act immediately to avoid having to prove in court your right to seniority based on the insert.

When filling out the insert in the book, the numbering is sequential from the entries in the work record: when making an entry, the next number in order from the last entry must be indicated.

Article 39 states that when each insert is issued, a note is made in the book in the form of a stamp with the entry “Insert issued.” In this case, the series and number of this document are indicated. This information is individual, like the series and number of a passport of a citizen of the Russian Federation.