How to make corrections to the work book?

HR managers sometimes need to correct entries in workbooks. The reason may be either a mistake made by the HR department when entering employee information, or a change in the employee's personal data.

In practice, such problems arise quite often, so it is important to know how to act and what the law says about it.

How to correct the first page of a workbook?

Let’s start by stating that the workbook is an official and primary document that confirms work experience. Therefore, the procedure for its filling, maintenance, and storage is determined by the Instructions on the procedure for keeping workbooks.

According to the rules and procedures for completing this document, the employee's full name should be indicated as per their passport. In case of a surname or other initials change, the HR manager must make the corresponding corrections in the workbook.

Paragraph 2.13 of the Instructions states that such changes should be made on the first page of the workbook. The following steps should be followed:

• cross out the incorrect data with a single line;

• write the correct information;

• indicate on the inner side of the cover the relevant documents on the basis of which the HR manager makes the necessary changes;

• certify the entered information with the employee's personal signature and the company’s seal.

All new entries must be made after agreeing with the owner of the workbook. It is also necessary to verify the data with the official documents that confirm the employee’s identity.

Who can make corrections to the workbook?

According to the law, all necessary corrections can only be made by an authorized person at the employee's last workplace. This person is also responsible for ensuring that all records are accurate and verified. Otherwise, mistakes made in completing the workbook may result in the employee losing their pension rights or insurance service record.

Who makes corrections if the company is liquidated?

If the company that made the incorrect entry in the workbook no longer exists, the employee should contact the successor organization or the higher authority. In the absence of both, the employee may turn to the regional or state archive.

What to do if the HR manager confused documents and made an incorrect entry?

It can happen that the HR manager, while filling out employment documents, mixed up the personal data of employees. In this case, the incorrect entry in the workbook should be declared invalid and corrected by providing a basis, such as the details of the relevant order.

However, special attention should be paid to filling out the "Work Information" section. It is forbidden to:

• make any errors;

• cross out entries, use a corrector, or erase text with an eraser.

What to do if an entry is missing in the workbook?

If an employee who has worked at a company for a long time was transferred to different positions several times, an intermediate record may accidentally be missed. The current Instructions do not provide any explanations for such cases. Therefore, the entry should be corrected in accordance with general recommendations, and care should be taken to ensure that the new information is accurate. 

The main thing is to preserve the chronology of events. For example, if the entry about the transfer to another position was missed, it can be inserted before the dismissal entry. However, the field "Record missed" must be noted first.

How to enter a missed transfer record after an employee’s dismissal?

In the next line after the dismissal entry, the following should be done:

• indicate "Record missed: transferred to the position of…(position title);

• specify the date and year of the transfer;

• specify the document on the basis of which the action took place.

However, the transfer order must be dated before the dismissal date.

Numbering of entries during corrections

If the numbering of entries is disrupted, for example, if entry No. 6 is missing, no additional corrections are necessary. The Instructions also do not provide any explanation on this matter. Therefore, skipping an ordinal number is not critical and has no bearing on determining the employee's insurance record or experience.

How to correct an error in the job title?

For example, the work information section includes the following entry: "Hired as a records manager." To correct the error, the next line should state: "Entry No.… is invalid. Hired as a secretary."

How to correct an error in the organization’s name?

To change the entered data, the next free line should state: "An error was made in the organization’s name." The correct name should then be entered.

How to make corrections if the order is lost?

It is important to remember that all entries regarding employee transfers, awards, etc., must be supported by a document that confirms this. However, if the order or relevant directive is lost, other documents should be added to the workbook. The main requirement is that they must confirm the validity of the information provided. 

How to make corrections in the "Work Information" and "Award Information" sections?

This is important to remember; otherwise, the social insurance body may declare the entry in the document invalid. This could lead to a reduction in work experience and lower pension accruals.

To do everything according to the rules, you should:

• in the next blank line, write "Entry No.… is invalid";

• make the correct entry in the next line;

• in the "On what basis the entry was made" column, indicate the date and number of the order or directive of the authorized person.

This instruction can also be used if you need to change the entry about the employee’s transfer to another position or their dismissal. That is, it is mandatory to first indicate that the entry under such number is invalid and then introduce the correct wording below.

How to obtain a duplicate of a workbook?

If the employee's workbook is lost, the HR department must notify its owner and issue a new document. However, this document must state that it is a duplicate. This note is made in the upper right corner of the first page.

The employer must ensure that:

• all previous (lost) records of the employee’s work, awards, and incentives are entered in the workbook;

• all orders and directives are listed;

• the employee receives a document confirming their work experience at the company;

• all records of the employee’s total work experience, as well as information about hiring, transfers, or dismissal, are made.

The duplicate is filled out by the HR department or an authorized person.

To confirm the employee’s work experience at their previous place of employment, they must contact their former employer and obtain the relevant documents. This could be an excerpt from an order, a copy of the dismissal or hiring order, a duplicate of the personal record card, etc. However, the document must be signed by the head of that company. If the organization has its own seal, the obtained copy must be certified with it.

If the organization no longer exists, the employee must apply to the state archive.

How to restore an unusable workbook?

If the document is dirty, torn, or burnt, a duplicate can be obtained. To do this, the employee should contact the HR department at their main place of work, where they will be issued a copy of the workbook.

The first page of the document that is no longer usable will have the inscription: "Duplicate issued instead." The employee should keep this workbook, as it must be presented when applying for a new job.

How to submit an application for the issuance of a workbook duplicate?

To obtain a duplicate of the workbook, the owner must:

• write an application addressed to the head of the company;

• state the need to reflect all entries from the lost or unusable workbook in the new document;

• give consent to the processing of personal information.

If the workbook was lost by the HR department, the company fully covers the cost of the new document.

Stay informed now to ensure a decent pension in the future!