Do you need a journal for issued certificates. What registers of registration of personnel documents are needed

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

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 of food products, drinking water, the upbringing and education of children, public utilities and consumer services are required to have a medical book. 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 on the amount of income from the beginning of the calendar year and on the date of termination of the contract inclusive. Compensation for unused vacation is reflected in the certificate, but the amount of 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 18.04.2012 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 is established by Federal Law No. 56-FZ dated April 30, 2008.

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 decides (with the exception of the mandatory ones - all of which are indicated above). For example, a former employee may want to keep all copies of the regulations related to his employment:

• 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.

This List for the first time gave a complete enumeration of the issues that govern personnel orders, separating them from other types of orders. As we can see, some orders have not 75 years, but only 5 years of storage.

And according to clause 3.5.5. "Basic Rules for the Work of Archives" orders for personnel are grouped into cases in accordance with the established periods for their storage. Therefore, the orders for the 75-year and 5-year storage period must be formed into separate files and, therefore, registered separately.

4. Journal of registration of applications and memos

This journal can be started separately, or you can register these documents as incoming. Those. it is permissible to register them in the Log of registration of incoming documents.

5. Journal of registration of notifications and acts

This array of documents must be registered in a separate journal. There are often situations when it is acts and notifications that become the only grounds for issuing an order, so they must necessarily have a registration number.

6. Register of certificates issued to employees

Certificates can be registered separately, or as an outgoing document. Those. certificates from the place of work, about wages, etc. can be registered in the Journal of outgoing documents.

Do I need to register local acts?

You will not find a clear answer to this question. My opinion is not needed. And that's why. Registration gives the document legal force, i.e. certifies that it began to operate on a certain day. The stamp of approval also has such an effect. If a local act is approved by an order, and the order is registered, then registering the local act itself no longer makes sense.

In the article, we did not name all the registration logs that any employer should have, but only the registration logs personnel documents.

In addition to the above, the following is required:

1. “Book of accounting for the movement of work books and inserts in them” and “Expenses and receipts book for accounting for forms of work books and inserts in them”;
2. "Journal of accounting for inspections of a legal entity, an individual entrepreneur, carried out by state control (supervision) bodies, municipal control bodies";
3. "Register of checks of the state of military registration" (can be started at the first check);
4. "Journal of registration of industrial accidents";
5. "Journal of records of personal affairs" (if they are maintained);
6. "Journal of accounting for the passage by employees of a mandatory medical examination" (if such an examination is).

In the next one, we will show how to develop a registration form to record orders, employment contracts, and incoming documents.

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 will not have to grind, and the blot will not look illegible and sloppy.

note

Lost or damaged personnel documents? 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.

Full description

Journal of references and copies of documents

It is used to register documents issued by the personnel department at the request of the employee.
Upon a written application of the employee, the employer is obliged, no later than three working days from the date of submission of this application, to issue to the employee copies of documents related to work (copies of the order for employment, orders for transfers to another job, order for dismissal from work; extracts from the work book; certificates on wages, on accrued and actually paid insurance premiums for compulsory pension insurance, on the period of work with this employer, etc.). Copies of documents related to work must be duly certified and provided to the employee free of charge.
(Labor Code of the Russian Federation, Part III, Article 62)

A certificate from the place of work is intended to confirm the following facts: the actual place of work, position or profession, work experience, salary, etc. The certificates are issued on the letterhead of the organization, containing the details of the organization, address and telephone number. The amount of information contained in the certificate of employment depends on the address of its submission. Therefore, the personnel inspector should warn the employee that the application for the issuance of a certificate must determine the composition of the information, as well as indicate the address for its submission. For example: embassy of a foreign state, OVIR, court, police department, etc.

A copy of the work book or an extract from it is issued to the employee upon his written application no later than 3 days from the date of submission of this application (Article 62 of the Labor Code of the Russian Federation).
A copy of a document is a document that completely reproduces the information of a genuine document and all of its external features or part of them, which has no legal force.

GOST R 51141-98 “Office work and archiving. Terms and Definitions"

To give a copy of legal force, it must be certified. A certified copy of a document is a copy on which, in accordance with the established procedure, the necessary details are affixed, giving it legal force.

The requisite “Mark of certified copy” is described in GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork” (clause 3.26). This mark includes:

Certifying inscription "True";
the position of the person who certified the copy;
personal signature;
decoding of the signature (initials, surname); certification date.

Due to the fact that a copy of the work book or an extract from it is given to the employee in his hands, a mark on the certification of the copy is supplemented by an imprint of the seal of the organization or the personnel service. If a copy of the work book or an extract from it is located on several pages, then a mark on the certification of the copy, if necessary, can be placed at the end of each page.

The employer or a person specially authorized by him, who, by order (instruction of the employer), is appointed responsible for maintaining, storing, recording and issuing labor books, has the right to issue to the employee a certified copy of the work book or an extract from it.
Registration is a record of credentials about a document in the prescribed form, fixing the fact of its creation, sending or receiving.
(GOST R 51141-98)

Registration - confirmation of the fact of creation or receipt of a document at a certain time (day) by entering it into the registration form with the assignment of a number and recording the basic data about the document. As follows from the definition, registration first of all gives legal force to the document, since records the fact of its creation or receipt. Until the document is registered, has not received its number, it is not formalized and, as it were, does not exist yet.

Please note that in accordance with paragraph "g" of Art. 358 of the List of standard management documents generated in the activities of organizations, indicating the periods of storage, approved. Rosarchive 06.10.00, for the Journals of references and copies of documents, a storage period of 3 years is set (from the date of closing the journal).

Columns to fill

1. Item No.
2. Date
3. Full name of the employee
4. Help, copy, extract
5. Contents of the certificate name of the document
6. Name of organization
7. Issued a certificate / copy
8. Signature of the employee

IMPORTANT: The journal of references and copies of documents is NOT laced, but only prepared for lacing: the journal has through holes and an inscription-certifier on the last page of the journal. All pages of the magazine are numbered.