According to Russian laws, work books belong to strict reporting forms. These documents are maintained by an employee who is appointed by order of the head. You simply cannot take and give labor. There is a special act of acceptance and transfer of work books, a sample of which will be considered.
Legislative framework
The procedure for registration of labor and their storage is determined by legislative norms, in particular, by the decree of the Government of the Russian Federation 225. The form of the labor book is approved here, as well as instructions for filling it out.
In addition, the document contains rules for controlling the movement of labor. An employee is required to keep journals such as:
- The book of the account of labor and loose leaves to them.
- Income and expense book of forms.
The last magazine is opened to account for new forms purchased on the basis of a cash warrant. And the accounting book keeps track of the movement of documentation on the admission and dismissal of employees.
Why is it necessary
As already mentioned, logging is the responsibility of an authorized employee appointed by a special order for the organization. But it may happen that this employee becomes ill, goes on vacation, or the company is reorganized through affiliation. Consequently, the conduct of labor will be entrusted to a third party. And in this case, simply to draw up an order on the temporary performance of duties on HR administration will not be enough. It will be necessary to formulate an act of acceptance and transfer of labor books and inserts to them.
Under these circumstances, all parties are interested in the reliability of the transmitted data. According to the organization’s order, the persons sending and receiving are liable for the safety of documents, and administrative responsibility is laid on improper storage and maintenance.
It is for this reason that the parties should carefully check the number of workers and their inserts with the entries in the journal.
Registration
Since the law does not regulate the specific form of transfer of labor from one employee to another, the act of acceptance and transfer of labor books (a sample will be presented later) can be issued in any form, but with a detailed indication of all the data.
If necessary, transfer personnel documents to the organization through an order, a special commission is created, which will take over the case and check all the data specified in the magazines.
The commission consists of the following employees:
- Head of Human Resources.
- Lawyer.
- Deputy Director.
- Human Resources Officer Transferring Cases.
- Human Resources Officer, Host.
Further, on the basis of the next order, a document is developed on the work of the commission, which will be guided by it when transmitting forms of labor books and in the formation of the act.
Compilation
The act of acceptance of labor, although it does not have established forms, must take into account a number of mandatory conditions. Let us consider in more detail the content and form of the document. The following information must be displayed in the act:
- details of the organization and name of the document;
- date of formation of the document and location of the organization;
- serial number of the record;
- details of each employee whose work book is kept in the personnel department, the position of each employee must also be indicated;
- the series and number of the work book, as well as the insert in the case of its existence;
- the date of receipt of the employee at work or registration of the work book;
- notes regarding information about the document (for example, lack of demand after termination of the employment contract).
The following is a generality of data: how many total labor books, inserts for them are fixed. After that, another table is compiled, which displays information on unused forms of labor, as well as inserts, which are acquired in case of loss or damage to documents.
In conclusion, the fact of transfer of both labor books and inserts, and the magazines themselves is registered: the movement of the listed documents and their accounting.
The following is an act of acceptance and transfer of work books - a sample document.
Signatures
After the act on the transferred documents is completed, it must be signed by all representatives of the commission present during the inventory of documents. So, the members of the commission confirm their agreement on the availability of all labor in the enterprise.
In addition, the act of acceptance and transfer of work books (the sample is presented earlier) must be signed by employees who transmit and receive documents. Their signatures are in the “transmitted-received” column, thereby indicating the removal and transfer of relevant powers.
Those employees whose documents are inventoried do not sign.
The form of the act, of course, is only written. It will help to avoid possible further questions and twofold situations. Most importantly, this act will relieve employees of possible liability for incorrect maintenance of personnel documents.