How to make an insert in the workbook? Filling rules

Rarely a person for a long time, or even a lifetime, working in one place. In most cases, people have a fairly large track record in the work book. And since the number of pages for writing about work places in it is limited, then you have to purchase a loose leaf. How to make an insert in the workbook? How to correctly record? These and other nuances will be considered in this article.

Document form

Sometimes you can face the fact that the pages in the work book, where the records of the place of work are being kept, end. And this does not mean that you need to change the workplace and start a new one. For such purposes, a special form was developed - a liner, which continues to count the employee's length of service.

The form of the insert in the workbook is established at the legislative level. The title page is filled in the same way as the work book. For the records of the place of work, the insert has 9 turns, about awards - 8 turns.

The insert is sewn into the labor and is filled in according to the regulated rules (Resolution of the Ministry of Labor of the Russian Federation No. 69 of October 10, 2003).

Buying an insert

Where does the form take? The insert in the workbook, however, like the books themselves, should be purchased directly by the employer from the unitary enterprise Goznak. The employer can not:

• Take a clean insert from the employee;
• Require to bring the liner yourself.

Any staff member knows that the liner in the labor one is a report document. Therefore, it should be purchased only from those companies that have concluded an agreement with Goznak. The company that distributes liners and labor is required to have a license, as well as a certificate that confirms the authority to sell.

The person who purchases the inserts must have a special power of attorney. Further, after purchase, the liners are stored in the accounting department. The accountant must make all the numbers of the purchased forms in the income-expenditure book and hand them over to the personnel department for receipt.

The employer must always have the necessary number of strict accountability documents. The issue of an insert in the workbook can be carried out only in accordance with the rules established by the government of the Russian Federation.

The fee for the liner blank is collected by the employer in the following cases:

• When you design it for the first time (that is, the pages of the necessary section have ended in the labor section);
• When issuing a duplicate work book.

The insert may be issued and free of charge, if this paragraph provides for local regulations. Also, the law provides for several more cases when the blank form is issued free of charge:

• When issuing a duplicate, if the main document was lost due to the fault of the employer;
• At repeated filling of the blank of the loose leaf, spoiled by fault of the skilled worker (the person responsible for conducting work books).

If by the time the entry in the workbook is recorded, the price has increased, then the employer can not take from the employee a monetary compensation exceeding the purchase price of this particular form. Otherwise, this will be a legislative violation. The cost of the liner today is about 180 rubles.

Rules of sewing

The employee of the personnel department should take care of himself to sew a loose leaf into the work book, because he is the direct continuation of the main labor document. Sewing an insert consists of several steps:

1. Personnel makes a mark on the title page of the labor about the issuance of the liner. Near the mark, the series, number of the liner, which must coincide with those indicated on the form itself, are prescribed.
2. The first sheet is filled in accordance with the documents provided by the employee. The date of filling can coincide with the date of reception of the employee for work.
3. Sewing the liner in the work. This should be done in time to avoid imposing penalties.

There are no fixed rules on how to make out an insert in a work record book. But in practice, experienced skilled workers proved that the best option for sewing the liner is the following algorithm:

• It is necessary to deploy the labor between the last page and the cover;
• Open the liner blank in the middle;
• To make an awl two holes - in the labor and in the loose leaf;
• Using a needle and white threads sew the liner to the book (the ends of the thread must remain inside the liner).

Errors when sewing

Even in spite of the fact that it is not difficult to sew a loose leaf, inexperienced personnel officers still manage to make mistakes.

The main mistakes include:

1. Sew the blank before filling it. This can lead to the fact that the information on the title pages of the two documents will be different. The consequence of this will be the deletion of the form and correction of the data. In this case, a spoiled insert is drawn up a special act on the fact of its destruction.
2. Tearing off the cover from the liner. This is not just a mistake, but a gross violation. The form is a document approved in legislation, and any modification thereof, in addition to fines for the employer, entails a refusal to file a pension for an employee who will provide such a labor with a damaged liner.

For the new form of the insert, as mentioned above, the manager must charge a fee from the employee. But if the liner is damaged by the fault of the personnel department, the repeated form is provided free of charge.

Filling algorithm

Experienced HR personnel know that the liners are filled in the same way as the work book. Nevertheless, you can keep samples of records in the workbook before your eyes so that you do not make corrections again. The filling algorithm is as follows:

1. The insert begins to be filled by the organization, during which the fields for entries in the work book ended.
2. The date on the loose leaf is put on the fact of filling, and not on the date of the beginning of the seniority.
3. The insert should be written only those data that are relevant at the moment.
4. On the title page should be the signature of the person who issued the insert, and the seal of the organization.
5. Forms of the liner in labor can be any number, the legislation does not limit their number.

How to make out an insert in the workbook further? When all the data is entered, the insert is sewn into the labor one, and the stamp "Issued Liner" is stamped on the first sheet.

Nuances of filling

Filling the liner requires compliance with a number of principles:

• The blank form is maintained in the same way as the labor book itself;
• Without labor insert is not valid;
• The numbering in the form continues the one that was started in labor;
• If the mark in the workbook is cut off, then it continues on the first page of the insert;
• When changing the surname, corrections are made both in the labor and on the new form;
• If the insert does not bear the seal of the organization in which it is established, and the citizen has already changed his place of work, he must contact the former employer for its affixing.

How do I fix the error?

A staff member may inadvertently make a mistake in completing the title page of the form. In this case, it will have to be written off, having compiled a special act.

If you make an error in writing a series or insert number in the workbook, you must make a note about making an erroneous entry and enter the data again.

If the mistake was made while filling in the fields about the place of work, then corrections are made similarly to labor. The entry is not crossed out and is not corrected. Under it, a note is made about the invalidity of the record, a sequential number is placed and a new entry is made.

In any case, this does not mean that you can make mistakes in documents. To once again hedge, you can keep samples of records in your work book.

What can not be done?

How to make an insert in the workbook and how to keep records is understandable. Consider what is strictly forbidden to do when maintaining the blank form:

1. Use the new labor instead of filling out the blank form.
2. To sew or paste in a working place instead of an insert loose sheets.
3. To make corrections in the section "Information about awards", that is, to change the last word to the word "about work".

For actions of any nature that are not prescribed in the Rules for the management of workbooks and loose leaves, the employer can be fined.

Does the form work without a work record book?

The Labor Code clearly regulates the use of labor books and inserts to them. And if the first are valid in themselves, then how are things with the liners? Can they be presented separately from labor?

According to the main Rules and instructions for maintaining and filling in these documents, the insert is invalid separately, and even more so it is impossible to use it without a work book.

Given the Labor Code of the Russian Federation, the employer or the human resources specialist does not have the right to take the following actions if the citizen presents only a loose leaf:

• To register this citizen for work;
• To dismiss a citizen from a given place of work;
• Make any entries in such a blank sheet;
• Perform other actions with the form.

The document has a weight and can be taken into account only when it is sewn into the workbook according to all established rules, and on the title page there is an entry indicating the registration of this document.