Journal of registration of issued certificates. Journal of registration of certificates issued to employees. Components of a magazine

The register of certificates issued to employees makes it easier to find necessary information and allows sampling for statistics. Read about how to fill it out and maintain it correctly, download a sample

Read our article:

How to fill out and maintain a register of certificates

The register of certificates issued to employees makes it easier to find the information you need and allows you to make selections for statistics. In addition, the manager, based on the register, can monitor the implementation of relevant tasks to determine the amount of work performed, evaluate the effectiveness of the personnel department, etc.

There is no approved form of the certificate registration journal in 2019; each enterprise has the right to keep it in any form. You can purchase a ready-made form and fill it out, you can make your own according to our model by printing out the form.

Some companies keep records of issued certificates in in electronic format using MS Excel or special programs for organizing workflow.

In whatever form the journal exists in the organization, its structure will be, if not the same, then very similar. With a large number of documents being drawn up, it is permissible to organize their differentiated accounting - for example, by type, by division, etc.

If the clerk draws up the journal himself, he can use a simple A4 notebook, title it accordingly with the name of the enterprise, and also mark the start date on the cover and leave space for the subsequent end date.

In the journal of registration of certificates in 2019, it is advisable to number the pages, flash it, making a confirmation inscription “the number of sheets has been stitched and fastened in the journal”, endorse with the signature of the head and put a seal.

On the first sheet there will be a section “Employees responsible for keeping a journal”, depending on the volume of the enterprise, 2-3 sheets can be allocated to it.

The magazine exists in a single copy, so it is maintained by one person at a time. Usually this personnel worker or secretary-clerk. Difficulties with filling in the section should not arise. It is issued in the form of a convenient plate with columns:

• number in order;
• getting started with the journal;
• end of work;
• Name of the responsible person;
• his position;
• details of the order of the head, on the basis of which this employee is responsible for registration;
• signature.

The main section of the form is also presented in tabular form and contains the following information:

• line number. For each issued document, a separate line is intended, without gaps between them, in order to avoid registration "backdating";
• the date of issue of the certificate, which coincides with the date indicated on the document itself;
• Full name of the employee who requested the document, his position;
• the content of the document (on the amount of salary, on contributions to the Pension Fund, on the period of work, etc.);
• Full name and position of the issuing employee;
• purpose of issue, place of issue;
• signature of the petitioner in receipt. If the document was not handed over personally, it is necessary to record how it was handed over to the employee ( ordered letter, courier);
• it is advisable to create an additional column for notes in non-standard cases (for example, to enter outgoing details into it, if any)

The column sequence and column headings must be identical on each spread. When the magazine ends, it is sent to the archive and a new one is started. In this case, it is necessary to indicate the numbering of volumes in chronological order.

Error correction

Corrections in the certificate registration log are permissible. An erroneous entry is crossed out with a neat line, and the correct information is recorded either above the crossed out one, or, if space permits, a line below (without assigning a new serial number to this line).

If it is initially typed on its own, it would be wise not to save paper space and make lines larger in height, then if necessary, make corrections, you won’t have to grind, and the blot will not look illegible and sloppy.

note

Lost or spoiled personnel document? about what to do in such situations, what is recoverable and how, and what can no longer be restored

Having issued the correction in accordance with all the rules, it is necessary to affix the inscription “Corrected to believe” next to it, as well as the signatures of the persons responsible for keeping the journal and the one who issued the certificate (if it is the same person, of course, there will be only one signature).

How long to keep a log

In accordance with paragraph. "f" Article. 358 of the "List of typical management documents generated in the activities of organizations", indicating the storage periods, approved by the Federal Archive on 06.10.00, for the registers of references and copies of documents, a storage period of 3 years (from the closing date) is set.

1. Labor and sanitary (if available) books.
2. Information about wages.
3. Information about insurance experience and personalized information about the insured person.
4. Copies of acts, orders and orders on labor activity outgoing.

All documents issued upon dismissal must be completed and certified by the seal of the organization.

Employment history

This is the main document about the labor activity and experience of a person. In the event of a delay in extradition, the employer may be fined up to 50,000 rubles.

The issuance of documents upon dismissal, especially forms of labor and personal medical records, should be recorded in special journals.

Personal medical book

All employees who are associated with the production, storage, transportation and sale food products, drinking water, upbringing and education of children, communal and consumer services population are required to have medical books. Upon termination of the employment contract, the employer is obliged to give the medical book, even if it was issued at his expense. Detailed explanations about the personal medical book can be found in the letter of Rospotrebnadzor dated November 10, 2015 No. 01/13734-15-32.

2-personal income tax

Contains information about the amount of income since the beginning calendar year and on the date of termination of the contract inclusive. Compensation for unused vacation the certificate reflects, but the amount of the severance pay (if any), which is not subject to personal income tax, is not included in the certificate (for details, see Letter of the Ministry of Finance dated 04/18/2012 No. 03-04-06 / 8-118).

Salary information

Issued in the form approved by the Order of the Ministry of Labor dated April 30, 2013 No. 182n. Includes information about the employee's personal data and the amount of his earnings for the current and two previous years.

SZV-M

This form includes information for the month in which the person leaves, in the fourth section only data about the person being dismissed is indicated.

Report Form

Certificate of insurance experience

Here it is necessary to indicate information about the calculated, withheld and listed additional insurance premiums for the funded part of the labor pension. This obligation has been established federal law dated April 30, 2008 No. 56-FZ.

Personalized information about the insured

The third section is completed. The period is from the beginning of the quarter to the date of dismissal.

Other documents

What documents are needed upon dismissal of an employee in each specific case, the employee himself decides (with the exception of the mandatory ones - all of which are indicated above). For example, former employee may want to keep all copies of regulations related to his official activities:

• about admission;
• moving;
• translations;
• layoffs, etc.

If the employee requested in writing all these instructions and orders before the date of his departure, these copies must be issued on the last day of service. If the person requested them after they left, Human Resources has three days to prepare the necessary copies.

The transfer of cases

When an employee leaves the company, the organization, of course, is obliged to settle with him and issue the originals and copies of the documents indicated above, however, in some cases, the employee is also required to perform certain actions, for example:

• design ;
• hand over the cases that were in his work.

These cases are not regulated by law, but in some cases, for example, when carried out, they are necessary.

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The form of the journal for issuing medical certificates corresponds to Appendix 1.2 to the Order of the Health Committee of the Administration of St. Petersburg of December 20, 1999 N 270-p and the Main Department of Internal Affairs of St. Petersburg and the Leningrad Region of February 28, 2000 N 140
The procedure for registering a register for the issuance of medical certificates:
1. The journal for issuing medical certificates is filled out neatly, in legible handwriting, in blue, purple or black ink (paste) in Russian.
2. In column 1 - the serial number of the issued certificate is put in ascending order.
3. In columns 2, 3, 4 - the last name, first name, patronymic of the driver (candidate for driver Vehicle(fully).
4. In column 5 - the date of birth of the driver (candidate for driver) of vehicles is recorded.
5. In column 6 - the address of registration (registration) of the driver (candidate for driver) of vehicles is recorded.
6. In columns 7; 8; 9; 10; eleven; 12 - the declared scope of the survey is indicated (i.e., the categories of vehicles that the driver (candidate for drivers) wants to receive. If driving vehicles that do not fall under any of the categories of vehicles is allowed, then the number of the permitted paragraph of the permit part of the certificate is entered.
7. In column 13 - the signature of the driver (candidate for drivers) of vehicles, who declared the scope of the survey specified in paragraph 6, is put.
8. In column 14 - indicate the series and number of the issued certificate.
9. In column 15 - the date of issue of the medical certificate is indicated.
10. In column 16 - enter the conclusion of the commission (briefly) indicating the category.
11. In column 17 - the surname and initials of the chairman of the commission who issued the conclusion of the medical commission is indicated.
12. In column 18 - special marks are indicated (referral to KEK; referral for additional examination; others).
13. In column 19 - the signature of the driver (candidate for drivers) of vehicles who received the certificate is put.
Register of issuance of medical certificates contains columns:
1. Item No.
2. Surname
3.Name
4. Middle name
5.Date of birth
6. Registration address
7-12. Declared scope of the survey
- A
- IN
- WITH
- D
- E
-N
13. Signature of the subject
14. Series and reference number
15. Date of issue of the certificate
16. Conclusion of the commission
17. Full name chairman of the commission
18. Special marks
19. Signature of the subject

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For the systematic organization of personnel papers and accounting for issued documents, the organization usually maintains a register of certificates issued to employees.

FILES

There is no unified form of this document; there are several design options. One of them is presented in the attached form and a sample of its filling.

Statements

In order for an employee to be issued a certificate, he first writes an application. These statements must be kept. According to the laws existing in the Russian Federation, the period of their storage should not be less than three years.

In practice, there are situations when certificates of wages, classified by years, for the calculation of pension payments.

In order not to do the same work several times, personnel officers keep copies of the certificates requested at least once by years in a separate folder. So that when they are needed in the future, references are always at hand.

Components of a magazine

The document is arranged quite simply: the cover plus the main section. The cover indicates the name of the journal, its start date (there is a special column for the end date, but it can only be filled out on final stage filling). Separately allocated space for the name of the organization. Some forms have fields for specifying the period of storage of the document.

Important point! If the journal is a continuation of the previous one, then this information should be indicated on its cover with dates and links to the previous document.

But the main thing in the document is the main section, consisting of a table with the following columns:

• Line number to fill. References are classified by dates and are registered in the journal in chronological order.
• Date of issue. These data must match the date of the certificate issued. If registration numbers are assigned to requests in the organization, then it is also indicated in the same column.
• Name of the employee. An application for issuance on behalf of this employee must already be in the personnel officer or other employee whose duties include keeping a log. His position, the department in which he works, his profession are also indicated. If necessary, the address and telephone number of this person are indicated for quick communication.
• Help content. Briefly, this column states what exactly the certificate was issued about. Basically, employees ask for information about the amount and payroll.
• Date plus registration number of the issued certificate.
• Receipt for receipt. If the employee does not have the opportunity to receive a certificate in his hands, then the date and form of sending the certificate are recorded in this column. For example, by registered mail, through courier service(with its name), etc.
• Note. This column can indicate that fundamentally important information, which was not provided in other columns. For example, the motive that prompted the employee to apply for a certificate.

Types of magazines

There are three main types of magazines:

• HR documents.
• Magazines on general office work.
• Magazines on labor protection.

Each type of documentation has its own specifics. The register of certificates issued to employees is a bright "representative" of documentation related to personnel policy.

Storage

When used for convenience, the magazine can be placed in a PVC film cover.

After the magazine is finished (expired), it is not thrown away. This is against the law. It is placed in archival storage (the specifically presented form is for 5 years, only if employees do not work in harmful or hazardous conditions labor).

For greater ease of placement in the magazine, there may be a couple of holes. They allow you to conveniently place the journal in an archive folder. The cover is removed from the document before performing this action.

Back side

WITH reverse side cover on the last sheet can be a special inscription-certifier, allowing you to prepare the magazine for long-term storage. But even if there are no fields for certification, the head is obliged to put his signature on the back of the document after it is completed, and there must also be the seal of the organization. Naturally, if such a procedure for sealing each copy is provided for by the internal regulations of the organization (different companies have their own orders on this matter).

Responsible for filling

The functionality of filling in the register of certificates issued to employees is in most cases carried out by a personnel officer. But this duty can be assigned to the clerk or accountant of the organization by a separate order of the head or spelled out in employment contract worker.

In most journals, the first pages indicate the name of the filler, his position, the period of responsibility for maintaining the journal and put a personal signature. The distribution of this kind of responsibilities is a very important point in the entire office work of the organization.

Is this form required?

There is no set form for this journal. However, these forms are very easy to use. They can be supplemented with various graphs. For example, these additional columns of the body table might contain data about:

• Registration number reference separately.
• Full name and other data of the employee who prepared the certificate, as well as his signature.
• What were the grounds for obtaining a certificate. References to document numbers with dates.

Each organization has the right to independently decide which form for maintaining this document to choose and how to convert it. The main thing is that it be adopted by order of the head and be part of the company's accounting policy.

Are corrections allowed?

When filling out errors are highly undesirable. However, corrections in this state of affairs are quite acceptable. In order to make a correction, you need to cross out the false information with one line, and write the correct information on the side or at the top, next to it.

A correction is considered to be correctly executed only if next to it is the inscription “Believe corrected” and the signatures of all interested (responsible for filling out) persons. Only in this way the register of certificates issued to employees will be filled out correctly.

The register of certificates issued to employees makes it easier to find the information you need and allows you to make selections for statistics. Read about how to fill it out and maintain it correctly, download a sample

Read our article:

How to fill out and maintain a register of certificates

The register of certificates issued to employees makes it easier to find the information you need and allows you to make selections for statistics. In addition, the manager, based on the register, can monitor the implementation of relevant tasks to determine the amount of work performed, evaluate the effectiveness of the personnel department, etc.

There is no approved form of the certificate registration journal in 2019; each enterprise has the right to keep it in any form. You can purchase a ready-made form and fill it out, you can make your own according to our model by printing out the form.

Some enterprises keep records of issued certificates in electronic form, using MS Excel or special programs for organizing workflow.

In whatever form the journal exists in the organization, its structure will be, if not the same, then very similar. With a large number of documents being drawn up, it is permissible to organize their differentiated accounting - for example, by type, by division, etc.

If the clerk draws up the journal himself, he can use a simple A4 notebook, title it accordingly with the name of the enterprise, and also mark the start date on the cover and leave space for the subsequent end date.

In the journal of registration of certificates in 2019, it is advisable to number the pages, flash it, making a confirmation inscription “the number of sheets has been stitched and fastened in the journal”, endorse with the signature of the head and put a seal.

On the first sheet there will be a section “Employees responsible for keeping a journal”, depending on the volume of the enterprise, 2-3 sheets can be allocated to it.

The magazine exists in a single copy, so it is maintained by one person at a time. Usually this is a personnel officer or a secretary-clerk. Difficulties with filling in the section should not arise. It is issued in the form of a convenient plate with columns:

• number in order;
• getting started with the journal;
• end of work;
• Name of the responsible person;
• his position;
• details of the order of the head, on the basis of which this employee is responsible for registration;
• signature.

The main section of the form is also presented in tabular form and contains the following information:

• line number. For each issued document, a separate line is intended, without gaps between them, in order to avoid registration "backdating";
• the date of issue of the certificate, which coincides with the date indicated on the document itself;
• Full name of the employee who requested the document, his position;
• the content of the document (on the amount of salary, on contributions to the Pension Fund, on the period of work, etc.);
• Full name and position of the issuing employee;
• purpose of issue, place of issue;
• signature of the petitioner in receipt. If the document was not handed over personally, it is necessary to write down how it was handed over to the employee (registered letter, courier);
• it is advisable to create an additional column for notes in non-standard cases (for example, to enter outgoing details into it, if any)

The column sequence and column headings must be identical on each spread. When the magazine ends, it is sent to the archive and a new one is started. In this case, it is necessary to indicate the numbering of volumes in chronological order.

Error correction

Corrections in the certificate registration log are permissible. An erroneous entry is crossed out with a neat line, and the correct information is recorded either above the crossed out one, or, if space permits, a line below (without assigning a new serial number to this line).

If it is initially typed on its own, it would be wise not to save paper space and make lines larger in height, then if necessary, make corrections, you won’t have to grind, and the blot will not look illegible and sloppy.

note

Lost or damaged personnel document? about what to do in such situations, what is recoverable and how, and what can no longer be restored

Having issued the correction in accordance with all the rules, it is necessary to affix the inscription “Corrected to believe” next to it, as well as the signatures of the persons responsible for keeping the journal and the one who issued the certificate (if it is the same person, of course, there will be only one signature).

How long to keep a log

In accordance with paragraph. "f" Article. 358 of the "List of typical management documents generated in the activities of organizations", indicating the storage periods, approved by the Federal Archive on 06.10.00, for the registers of references and copies of documents, a storage period of 3 years (from the closing date) is set.