Impeccable entries in work books: examples of filling in difficult situations

An employee may lose the seniority that he needs so much for a good pension. Therefore, it is important to make a record in labor correctly. But in reality, it is not always possible to find the ideal wording. We have prepared for you sample entries in the work book for various situations.

The employee quits on his own initiative or for another reason

Let's start with the most common situation when you need to make an entry in the work book - dismissal. And we’ll immediately give a hint: formulate the reason why you are terminating the employment contract in the same way as this reason is spelled out in the Labor Code of the Russian Federation. Well, or in another federal law, if this is some kind of special case (part 5 of article 84.1 of this code). And complete this entry with a reference to the article number, its part and the paragraph where the corresponding reason for dismissal is indicated.

Let's say you fire an employee of his own free will. Then, making an entry about this in the work book, you need to refer to paragraph 3 of the first part of Article 77 of the Labor Code of the Russian Federation. After all, this is exactly what paragraph 15 of the Rules for maintaining and storing work books, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 (hereinafter referred to as the Rules), requires to do.

Does your employee take a leave of absence before leaving? In this case, the record itself about the reason for termination of the employment contract will be the same as usual. Only on the day of dismissal, set exactly the end date of the vacation (part 2 of article 127 of the Labor Code of the Russian Federation). Specify this number in column 2 of the "Information about work" section of the work book, even if it falls on a weekend or holiday.

But, of course, you must calculate the employee and issue him documents on his last working day, which precedes the vacation (letter of Rostrud dated December 24, 2007 No. 5277-6-1). Therefore, in column 4 of the same line, you can reflect the details of the order to terminate the employment contract or to grant leave with subsequent dismissal.

You will find a sample entry in the work book about the dismissal of an employee “on your own” later in the article. And we have given a set of wordings for other common grounds for terminating an employment contract in the table below.

The external part-time worker is transferred to the main staff

Suppose an employee who is listed as an external part-time job with you leaves his main place of work. And your organization accepts him into their staff on a full-time basis. In this case, the transformation of a part-time worker into the main employee is drawn up in one of two ways.

The first option is to dismiss from the post part-time and take it to the main job. Here you will make two usual entries: about dismissal and then about hiring.

The second way is to sign an additional agreement to the current employment contract. In this document, you will fix the new conditions on the status of the employee, working hours and wages. And record the transfer in the book. Let's analyze this option using the example of a common situation: a part-time worker becomes the main employee in the same position.

What exactly you write down in the labor will depend on whether the previous employer, when he was the main one, entered information about part-time employment.

There is an entry about part-time in the book. In this case, after the information about the dismissal from the previous main job, you need to write the full and, if any, abbreviated name of your company. And below in column 3, make a note that the work in the position becomes the main one, and indicate from what date. In column 4 of the same line, enter the details of the order for re-registration for the main job. Such clarifications are also contained in the letter of Rostrud dated October 22, 2007 No. 4299-6-1.

There is no record of part-time employment in the work book. If there is no record of a part-time job in the book, then in column 3 you will need to enter that the employee has been accepted for the position from the first day of the part-time job. And then indicate the period of work in this status. And in column 4 of the same line - the details of the orders for hiring part-time and re-registration for the main job.

Changed the name, legal form of the company

Here is another possible situation - the company changes its name. Or, after the reorganization, it turns from an LLC into a CJSC. What to do in such cases, suggests paragraph 3.2 of the Instructions for filling out work books. In column 3 of the section "Information about the work" it is necessary to write about the changes that have taken place and note their date. And in column 4 of the same line, give the reason - an order or other decision of the employer, its date and number. Do not fill in columns 1 and 2, that is, do not put the number and date of the entry.

By the way, it is also necessary to make entries in the work books of employees when their employer-entrepreneur changes their last name. The wording can be as follows: "Individual entrepreneur Kuznetsova Elena Mikhailovna from July 30, 2013 to be considered Samoilova Elena Mikhailovna."

Missed entry in workbook

For some reason, you missed an entry in the work book, for example, about transferring an employee to another job. Of course, this information must be reflected. But how to do that? Now let's tell.

So, make a missing entry after all the completed lines in the "Job Details" section. After all, there is no reason to cancel those records that, according to chronology, should have followed it. Only an incorrect or inaccurate entry can be invalidated (clause 30 of the Rules, clause 1.2 of the Instruction).

The Rules and Instructions provide for only three dates that are required to be entered in column 2: the day of hiring, dismissal and making an entry. It is obvious that opposite the missing entry, only the date of its entry can be reflected. But the date of the missed event can be recorded in column 3 of the same line.

Follow the same algorithm if you have to restore the record after the dismissal of the employee. The first thing you need to do is enter your company name. And after the record, there should be a seal, the signature of the personnel officer and the employee himself.

They mistakenly entered the wrong record number, the wrong position, last name ...

Let's say you hastily entered an admission record with the same serial number in the work book of a new employee that was in the previous one about dismissal. Or they made a mistake in the name of the position, made a typo in the name of the employee ... All these errors must be corrected.

After an erroneous entry, make another one - invalidate the incorrect entry in it, and then make the correct one.

But if, when dismissing an employee, you accidentally endorsed the entries in the work book with a stamp “for documents”, then this is not scary. Just put the company's round seal next to its imprint. Just make sure to do this, since you can confirm the entry strictly with the main seal of the organization.