How to keep a journal of the movement of work books

In accordance with the Labor Code, the register of work books is kept at the enterprise for 50 years. Violation of the rules of its conduct is punishable by a fine. Let's get acquainted with what this responsible document is.

Why are there standards for filling out documentation, including accounting for work books at the enterprise? As mentioned above, the journals registering documents of employees are stored in full for 50 years, during which it is possible to restore or find a document from records of its movement (issuance, execution). And this in itself imposes strict rules on the storage of ledgers.

The second reason for standardized record keeping is so that when the office manager changes, the newly appointed to this position can easily understand the affairs of the predecessor, and not speculate what this or that squiggle or abbreviation means.

The procedure for maintaining a labor register is one of the first points that inspectors and auditors will pay attention to.

At the official conclusion of the contract, if the employee has worked at the enterprise for more than five days and this place of work is the main one for him, a record of his activity is entered in the employee's book, which is transferred to the employer for storage. Naturally, the transfer for, to which the work book belongs, must be accompanied by a certain procedure for ensuring the safety and recording of the movement of documents.

Each employer, whether it is an organization or an individual entrepreneur, must maintain and maintain a register of work books. This obligation of the employer is enshrined in law - in the fortieth paragraph of the instruction for the preparation, maintenance and storage of documents (Decree of the Government of the Russian Federation of 2003, No. 225), as well as standard instructions for office work No. 536 of November 8, 2005.

In the event of a change in the person responsible for maintaining the register, the operation of transferring the documentation is carried out with the drawing up of an act of acceptance and transfer of the journal and the actual control of the availability of all forms of work books in the office work of the enterprise entered in the register of work books. After this procedure, an order is issued that releases the previous employee from liability and imposes it on the new responsible.

A sample of the journal of work books

Journal of maintaining work books sample

To keep records, a standard form of an accounting journal is used, issued in accordance with the instructions on the design and movement of books. Recording in free form is not allowed.

It is advisable to use accounting books in tight binding - they will be used and stored for a long time. Unlike other forms of registration, the register of work books is kept until the pages are completely filled, over several years, and not during a reporting period equal to a year.

The pages of the book are numbered and stitched in a certain way: the ends of the stitching cord are pasted over with paper to the inside of the book cover. On the paper strip that fixes the ends of the thread, the number and number of numbered and stitched pages are indicated in words. Information on the number of pages must be certified by the signature of the head. Full page numbering should be done immediately at the time of opening - it is the fact of the number of pages that is certified by stitching, pasting with a paper strip and sealing.

On the reverse side of the cover, on a strip of paper with which the ends of the cord are pasted over, a seal or wax seal is installed. The print must be placed in such a way that it simultaneously hits the cover of the magazine, the paper strip and the ends of the thread.

Accounting for work books at the enterprise - instructions

The registration book for accounting for the movement of documents at enterprises has thirteen columns. Consider what information, and in what form, is entered into these columns.

column 1 - the serial number of the entry is put in it, work books are registered separately from, labor and the insert to it are registered sequentially;
columns 2, 3 and 4 are intended to record the date in Arabic numerals;
the surname, name and patronymic of the employee is entered in the fifth column of the journal;
the sixth column is reserved for recording the serial number of the work book;

There are small nuances here: old-style forms, until 1938, issued until the 70s, did not have a serial number. Therefore, when registering a form of such a sample, a dash is put in this column. The books that replaced the old models in 1974 had a serial number consisting of Roman numerals and two letters and a seven-digit number. Forms of work books also have a series marked with the letters TK (work book) or VK (insert) and a number of seven digits.

Book of accounting for the movement of work books sample

in column 7, an entry is made about the position, according to the existing staffing table, for which the employee was hired;
in the next, 8th column, the name of the department of the organization, or its division, in which the employee is hired, is indicated;
The 9th column contains information on the basis for accepting an employee for the specified position: the number and date of the order for admission to the state;
in the tenth column, the responsible officer who accepted the registration document signs;
the next, eleventh, column indicates the amount received from the employee for the form issued to him by the enterprise, if registration is carried out for the first time. If the organization fully assumes the cost of acquiring forms, a dash is put in this column. In addition to keeping a log of registration of work books, there is a log of the issuance of work books. This is a separate income and expense book, in which information is entered on the acquisition of blank forms of books and inserts.
the last two columns - the 12th and 13th, are intended to enter the date the document was issued to the employee upon dismissal and his signature confirming that he received the document.

Journal of registration of work books - error correction

Sample error correction

Care must be exercised when maintaining records in the journal. However, people are not machines - errors or omissions happen. There are no special recommendations regarding the correction of errors in the workbook register. Here they act, adopted for such cases in office work.

An error in the entries can be corrected in two ways, the main thing is not to use a corrector when correcting, which completely covers the erroneous text:

Crossing out an incorrect entry. Erroneous information is crossed out with one line, opposite it is marked “to believe corrected in such and such a column”. Corrections made must be certified by the signature of the person who made the correction and the date.
"Entry is not valid." In this case, incorrect information is not crossed out. In the column where corrections are required, the phrase is written: “the entry is not valid” and the necessary information is written next. Such a fix is not further certified.

Responsible person for the register of the movement of work books

A responsible person is appointed to keep a log of the movement of work books. If the enterprise has