There are different situations, and even experienced specialists sometimes make mistakes in the documentation due to inattention. If there is an erroneous entry in the work book, it should be corrected as soon as possible. And it is better if the employer who allowed it does it.
Legal regulation
The form of the work book is considered an important document, because it not only takes into account the length of service, but also helps in calculating the pension. Therefore, if the correction of entries in the work book, made by mistake, was not made in a timely manner, then the employee may have big problems with pension calculations.
Therefore, before filling out the labor, you need to check all the data. And also comply with the legal regulations of the relevant documents. These include:
- Labor Code of the Russian Federation (namely, Art. 66).
- Federal Law No. 225, which establishes the rules for maintaining, storing and filling out labor forms.
- Decree of the Ministry of Labor No. 69, which approved the instructions for correctly filling out the document.
So, what to do if the entry is made erroneously in the work book? An example of correcting and entering the correct data is shown in the photo below.
We will talk about the procedure in more detail later.
Who makes the fixes
Not every employee can correct mistakes in labor. Without authority and a specific reason, making any entries and corrections in the document is prohibited. If an employee finds a mistake in his labor, then it can be corrected both at the new job and at the one where it was made.
Erroneous entries can be corrected either by the head of the organization or by an authorized person (usually a human resources specialist, accountant or secretary). In order for an authorized employee to do this, it is necessary to draw up an order for him, giving him the right to make entries in the work book and, accordingly, correct if there is an erroneous entry in the work book.
If the employer is an individual, then he does not have the right to either maintain labor records, much less make amendments to them.
If an error is found
Usually erroneous records are found by personnel workers when they take an employee to a new job. It happens that quitting employees can find a mistake.
Typical mistakes include:
- incorrect data on the title page;
- incorrect dates or serial numbers for entries;
- erroneous details of the base document;
- incorrect information about hiring, dismissal, transfer or awards.
If an entry in the work book is erroneously entered, the employee must submit those documents that refute what was written. Such documents include: a passport, information about education, documents on marriage or its dissolution, orders of a different nature, as well as some documents from past jobs (where mistakes were made).
In the case when the organization that made the erroneous entry was liquidated, you need to contact the archive of the city where the company was registered.
General rules
Erroneous entries, if found in the section on work or on awards, must not be crossed out, erased or corrected. Legislation only allows you to indicate that a particular entry is invalid and then the correct information must be indicated.
Strikethrough or addition is allowed only on the title page. Incorrect information is crossed out with one line and the current one is written above the incorrect entry. At the same time, the documents on the basis of which corrections are made should be indicated on the cover of the form. Abbreviations are not allowed.
You can write in the work book (including correcting it) with a blue or black gel pen. Such inks are resistant to light and do not blur over time.
Title page error
In frequent cases, the title page contains additions, not amendments. But still, how to correct an erroneous entry in a work book if it is made on the title page?
To begin with, it is worth saying that during the initial execution of the document, there should not be any corrections or adjustments. If an error occurs, then a special write-off act is drawn up on such a labor form, and the document is destroyed, and a new book is issued to the employee. The number of the damaged form can be attached to the act, which is cut out before the destruction of the document. Money for a damaged work book is not charged from the employee.
As already mentioned, on the title page, the old (incorrect) data is crossed out with one line, and the specialist indicates the current information on top. The supporting documents must be written on the cover of the document. It is important that previous data is legible. In addition, it is strictly forbidden for an authorized person to make changes only from the words of the owner of the work book.
Documents that are the basis for making changes include:
- Russian passport,
- marriage/divorce certificate;
- the number of the diploma of education received, etc.
The line on the title page, where information about education is indicated, cannot be corrected. It can only be added to. If a specialist receives additional education during his work experience, the data is simply entered as a continuation after the specified information. If the employee does not have any special education, the line is left blank. If the education is not completed at the time of getting a job, the authorized person must write down “incomplete higher education”, and after graduating from the university, supplement the line.
If an entry is made erroneously in the workbook on the main page, it is corrected directly by the employer for whom this employee is currently working. After correcting and indicating the document-base, the employer must sign and seal the organization.
Clause 30 in the labor rules prohibits: glossing over, crossing out, forging incorrect entries not only on the title page, but also in other sections.
Here's how to fix an erroneous workbook entry. An example of entering the correct information is shown in the picture below.
Wrong date
Inattention when filling out a work book in writing dates can cost an employee big problems with the pension fund when the time comes to calculate the pension. Therefore, not only the personnel worker, but also the employee himself must carefully check all the specified information.
If an erroneous entry was found in the work book when specifying dates, you must:
- The employee writes a statement addressed to the manager with a request to correct incorrect information.
- The director must issue an order (the document is assigned a number) on the need to correct the erroneous entry.
- A human resources officer or authorized person makes a correction confirming the invalidity of a particular entry.
- The correct date is set, the number of the order is indicated, on the basis of which adjustments were made.
- The details of the employee making the changes, his signature and the seal of the organization must be indicated.
If an error occurred in the date of birth, then the incorrect information is crossed out with one line, and the correct date is written on top. On the cover you need to indicate the series, the number of the employee's passport.
Invalid document details
One of the important columns is the one where the details of the documents that are the basis for hiring, dismissal and other actions related to labor activity are indicated.
In the main cases, all information is entered on the basis of a particular order. The procedure for entering information about the document is the same and it remains unchanged: document name, date, document number. A big mistake is to change the established order.
If you need to change the entry in the information about the work due to an error in the information about the order, then the entire entry is duplicated, and the last column is written without an error.
In the case when an error is made in the order itself, then in the last column you should write down the details of the document that cancels the previous order.
Below is a sample of an erroneous entry in the work book in the column of the base document.
Information about admission, transfers, dismissal, awards
Clause 30 of the rules on the maintenance and storage of work books strictly prohibits glossing over, crossing out or forging erroneous, as well as incorrect entries in any section of the document. Any of the incorrect entries are invalidated and the current information is indicated. If there is an erroneous entry in the work book, you need to do the following:
- In the first column, you should indicate the number in the order that follows the last entry.
- The second column contains the current date.
- In the third column, you need to indicate which entry is invalid (indicating the serial number of the entry) and write the correct information.
- The fourth column indicates the number of the document that is the basis for correcting the erroneous entry (usually this is an order).
If the order was first issued and then canceled, you must indicate the number of the document that cancels it.
This change algorithm applies to both hiring and firing records or award details.
It is also necessary to correct those records that are recognized by the court as invalid. In this case, in the fourth column, it is necessary to indicate the document on the basis of which the previous wording is considered invalid. At the same time, the employee must be reinstated at the workplace not only in the documents of the organization, but also in the work book (there should be a corresponding entry on this matter). An erroneous entry in the work book about dismissal implies a reference to an order or instruction from the employer.
In the latter case, the employee may ask the employer to make a duplicate of the work book for him without indicating an erroneous record of dismissal. This is regulated by paragraph 33 of the Rules.
What is the correction of erroneous entries in the work book, when the employee must be reinstated at work, clearly demonstrates the photo below.
Organization name changed
Sometimes there are situations when an employee does not have a record of a change in the name of the organization in which he worked. In the future, this can create a lot of problems when calculating a pension, and documentary evidence will also be required that the citizen worked in a particular organization and left it (after changing the form or name).
Given all of the above, information about the renaming of the company should be entered immediately after registration of this fact. It is necessary to register this in the work book in a special way:
- you do not need to write anything in the first and second columns;
- in the third column, the new name of the organization should be written (or indicate the changed legal form);
- the fourth column must indicate the document that is the basis for changing the name or legal form of the enterprise (name, number, date).
Each head of the enterprise must remember that the reorganization or change of the name of the company is considered completed if information about this is recorded in the state register of legal entities. This has been established by law since 8.08.01. Therefore, the third and fourth columns should fix the dates when information about the enterprise was entered in the state register.
Insert fixes
How to correct an erroneous entry in the work book, we found out. Now let's look at how to deal with the insert in the labor form.
Some citizens change jobs quite often, respectively, there is a need for an insert form. This document is a continuation of the work book and, of course, does not work without it.
The same rules apply to the insert as to the work book. So:
- in the case when the entry was made incorrectly at the very beginning of the design of the new insert, it is necessary to draw up a special act on this fact and destroy the damaged form;
- if on the main page of the work book the employee has already put down the series and number of the damaged insert form, then the details of the new form must also be written down;
- if erroneous entries are found in the main sections, the procedure for correcting them is similar to that established for work books: the serial number of the entry, the current date are affixed, a record is made of the invalidity of the erroneous entry and the correct information is written, the name of the document is indicated, which is the basis for making changes to the document.
It is important to remember that the absence of a seal and signature of an authorized person will invalidate the information provided. These requirements are also relevant for situations where an employee has to contact a former employer for supporting documents or to make an erroneous entry.
Incorrect entry, left without attention, will entail penalties for the employer.
If the employer refuses to correct the dismissal data, the employee can go to court to resolve this problem. And already on the basis of a court decision, incorrect data will be corrected. And the head of the organization will be obliged to pay a fine, compensation and reinstate the employee in the workplace.
Considering all of the above, it can be noted that entries in work books must be made in compliance with all legislative norms and rules.
