How to issue corrections in the workbook: sample

The main document in calculating the length of service and accrual of pension is considered a work book. Therefore, all entries made in the form should not contain errors. But what if an error is detected? How to make corrections in the workbook and not spoil the document?

General rules

First, consider the general rules when filling out a work book. These include:

1. Information about the employee must be entered in full, without abbreviations. The date of birth is written in Arabic numerals, with a zero in front of the numbers from 1 to 9.
2. The main page (title) should contain seals, signatures and basic records about the employee (also without abbreviations).
3. Job titles as well as occupations must comply with the OKDTR.
4. The record of admission or dismissal includes the full name of the organization, the corresponding imprint on the seal of this company. If a reorganization has been carried out, this information is also entered into the labor based on the necessary document.

What to be guided by

Registration of entries in the workbook must comply with the following regulatory documents:

1. Labor Code of the Russian Federation (those provisions where regulated phrases and language are regulated).
2. Rules for filling and storage of labor, approved by the Government of the Russian Federation. Here are the basic conditions for the design and storage of forms, as well as their manufacture and provision of organizations.
3. Instructions on the rules for filling out work forms approved by the Ministry of Labor of the Russian Federation.

Erroneous record

If a citizen has found an incorrect entry in the work book, then it can be corrected in several ways:

1. Correction is made by an authorized employee at a new place of work. For this, the employee must submit a document confirming the fact of error and correct information.
2. The correction is made by the company from which the citizen resigned. An authorized employee must write down the name of the organization, write down the current date at the time of the correction, and write down which record is invalid. Next, the correct information is indicated and it is registered on the basis of which document the entry was made. Signatures of the employee of the personnel department and former employee, as well as the seal of the organization.

How to make an entry in the workbook when correcting an incorrect entry, you can see below.

Title page

The first page of the labor contains information about the employee, so it is important to correctly and clearly make all available information.

How to correct an entry in the workbook if the last name, first name or middle name have changed?

For this:

• old information is crossed out with one line;
• new data is entered;
• on the cover of the employment form, information about the document referred to during correction (new passport, marriage certificate, etc.) is indicated, as well as the signature of the authorized person and the seal of the organization.

Moreover, if an error on the title page was made during the initial filling of the document, then after drawing up a special act, the damaged form is destroyed. If the wrong entry was discovered later, then the best way would be to contact the court to prove that the form belongs to a specific owner.

In the event that the entry is not valid in the workbook, you can make an amendment for a new job (with the provision of the necessary documents from the employer who made the mistake), but any authorized person must understand that correction of the record without a court decision may be fraught and considered as non-compliance with the rules registration of labor.

And what if the employee has not yet graduated from an educational institution? In this case, it is necessary to write “unfinished higher” on the title page. Upon presentation of the diploma, amendments are made with reference to the desired document.The same scheme must be adhered to if the employee has received a new profession or specialty. Thus, the labor will contain additions, not corrections, that is, previous entries are not crossed out.

Invalid date or serial number

The carelessness of the employee filling out the workbook in the future can bring a lot of problems with the pension fund when calculating the pension, therefore it is in the interests of the citizen to check all the information that is entered on the form.

If a document has an error in writing dates, then the correction of the date in the work book should be done as quickly as possible. If this error is detected:

• the employee writes a request to correct the incorrect record;
• it is necessary to issue an order, which is assigned a number, on making corrections;
• an authorized person confirms the invalidity of previously entered data in writing;
• indicates the correct date and details of the document, which is the basis for editing, as well as details of the specialist and the seal of the organization.

If there is an incorrect entry in the employee’s date of birth, this information is completely crossed out, and the correct one is written on top. On the cover of the labor passport data must be indicated, on the basis of which the corrections occurred.

If everything is correct in the records, and the serial number is lost and set incorrectly, this fact also needs to be corrected. The legislation does not specifically specify what to do, but nevertheless, such an error cannot be ignored. The correction algorithm will be as follows:

1. The number is put in order.
2. The phrase “Consider erroneously numbered entry number ... invalid” is prescribed. But there may be cases when both an erroneous entry and an invalid entry go under the same sequence number. Here, in the sentence about the wrong phrase, the wrong phrase itself should be quoted.
3. The date of correction is indicated, signatures and stamps are put.
4. A record is made under the correct serial number, the date and signature are put.

Filling out a work book is a delicate process, therefore, not only an authorized employee, but also an employee presenting documents must be attentive.

Invalid details

Sometimes it happens that a mistake is made in one of the most significant columns - in the information about the document, which is the basis for editing records in the labor. Basically, these are order data. The algorithm for entering information about the order (document name, date and number) is established by law, therefore it is strictly forbidden to change it. To correct the error in the incorrectly specified details of the order, you need to rewrite the entire record that is included in the information about the work, and then in the fourth column indicate the correct information about the order.

If an error is made in the document itself, then in the fourth column the details of the canceling order are indicated.

A sample correction of the entry in the workbook with an incorrect entry about the order is presented below.

Award Information

There is a special section in the labor, in which information on awards for certain services to the organization is entered. This section is rarely filled, especially at the present time. Personnel workers can fill out this section (although they should not), almost before the dismissal of the employee. So few entries are made late, it may still contain an error.

As in other sections of the document, the correction of the entry in the work book, which is recognized as incorrect, should occur according to general rules. That is, there should not be any strikethroughs. On the current date, a note on the invalidity of the record is put, the correct information is entered and confirmed by the base document.

Transfer or dismissal

The entry is not valid in the workbook if the termination of work or transfer from one company to another was found to be illegal by the court, the employer or the labor inspectorate, and also if the determination of the reason for dismissal changes.

So, in the case when an employee was reinstated after an illegal dismissal, the number is put under the wrong record in order and the following phrase is written: "The record for the number ... is invalid, restored to the previous job (position)."

In the case when the phrase about the reason for leaving changes, the record looks as follows: "The record for the number ... is invalid, dismissed (the true reason for dismissal must be entered here)."

Further, in the fourth column should be indicated information about the document, which is the basis for editing.

Not everyone will like the corrections in the workbook, therefore the employee has the right to demand a duplicate of the form without indicating the wrong record and corrections (this fact is recognized as legal if an appropriate court decision was made on the fact of the wrong record of the dismissal).

Incorrectly entered two entries in a row

There are also frequent cases in legislative practice when two erroneous entries are found in the work book that follow one another. This fact cannot be ignored, therefore, each of the incorrect entries must be corrected in the prescribed manner. How to fix an entry in the workbook, if it is not alone? If the record is from a new place of work, then it is corrected by an employee of the personnel department and is immediately certified. If entries were made erroneously at a previous job, they can only be corrected on the basis of supporting documents taken from a previous job.

So, the algorithm for correcting two consecutive records is as follows;

1. You need to write the number in order.
2. It is written: "The record for the number ... is invalid."
3. This wording is certified by the signature and the current date is set.
4. The following serial number is put.
5. The phrase about the second incorrect entry is written: "The entry for the number ... is invalid."
6. The date and signature are also affixed.

It is strictly forbidden to combine incorrect entries in one wording. Although this fact is controversial, it is still not recommended to do this in order to avoid subsequent problems with pension calculations and the correct calculation of seniority.

Corrections in the workbook are not uncommon, but you still need to be more attentive to the document, which in the future should decide the fate of pension accruals.

Information about the company or employee. Labor liner

If the organization has changed the legal form, then this fact should be recorded in the work book. In the third column, where information about the work is entered, you need to specify this information, while the record is not numbered.

When an employee moves to another position or to another branch of the organization where he is registered, the new entry must be numbered.

If there has been a change in the name of the employee’s position, then the relevant information without a serial number, as well as information about the document on the basis of which the change has to be made, should be entered into the work section.

In the case when corrections in the work book are connected with the name of the organization in which the citizen works, they must be made in accordance with the general rules. Naturally, if the error was found by the employer himself, the record is corrected on the spot. If the error remains from the previous employer, then the necessary supporting documents should be taken from the previous work and corrections should be made based on them.

The changes should look like this:

1. The incorrect name of the organization that was previously registered is indicated.
2. A record is made that the name of the company is spelled incorrectly and should be read ... (you must specify the correct name of the organization).

If a citizen often changes his or her labor activity, the section containing information about workplaces and any career movement may end. In order to continue to enter information on seniority, an insert is attached to the workbook. This document carries the same legal force as the labor itself.

Accordingly, the maintenance, storage and filling out of the insert form must comply with all legislative standards. Namely:

• In the event that an erroneous entry in the insert is made on the cover page, the document shall be destroyed after the preparation of the relevant act.
• If the details of the damaged insert are affixed to the back of the form cover, they must be corrected by the details of the new form of the insert to the work book.
• If in the insert itself in the section on work defects were identified or erroneous entries were made, they should be corrected in a general manner. You should put the next serial number, enter the current date at the time of correction, enter the text about the fact of correction and indicate the document, which is the basis for corrections.

Thus, the introduction of information in the labor must be approached with special attention. Checking the truth of the entered data should not only the personnel officer or an authorized person for this, but also the owner of the form of such a document. After all, correcting errors in the work book is a rather troublesome task (especially if an inaccuracy is found in the information from the previous work), but preventing errors from appearing is much easier.