As it is known, the work record book is the main document on the labor activity of an employee. Staff services employees quite often have to supplement the work record book with an annex or even open a duplicate of the book. Cases and how to do it properly are in the following.
Annexes
In the case where all pages of the relevant sections are filled in the work record book, it is added with a supplement (para.3.1 of the Guidelines on the procedure for conducting work record books of workers, approved by the order of the Ministry of Labor of Ukraine, Ministry of Justice of Ukraine, Ministry of Social Protection of the Population of Ukraine dated July 29, 1993, No. 58, hereinafter - Guidelines No.58). The annex is sewn to the work record book, filled in and carried out by the owner or authorized body at the place of work of the employee in the same manner as the work record book. The annex is considered invalid without it.
It should be put a stamp from above in the size of 10×25 mm with the inscription “Issued annex” on each issued annex on the first page (title page) of the work record book. It should be specified here the series and number of the annex. In the case of each subsequent issue, a second stamp must be placed and the series and number of the annex should be indicated.
Duplicates
A duplicate of a work record book is issued in case of its loss or destruction. A person who has lost a work book (its annex) must immediately notify the employer at the place of the last work (para.5.1 of Guidelines No.58).
Not later than 15 days after the application, and in case of complication - at other times, the employer must give the employee another work record book or its annex (new samples) with the inscription “Duplicate” in the upper right corner of the first page. A duplicate of a work record book or its annex is filled in by general rules.
If an employee has already worked for the company before the employment, it should be made a record of the total length of his/her work prior to placement on this company, which is confirmed by the documents, in box 3 in the section “Information about work” of the work record book when filling in a duplicate.
General length of service is recorded in total: it should be indicated the total number of years, months, and days of work without specifying at which enterprise, in what periods of time and at which positions the owner of a work book worked in the past.
After that, the general length of service, confirmed by properly documented, is recorded for particular periods of work in the following order:
- in box 2 it is indicated the date of recruitment;
- in box 3 it is indicated the name of the company where the employee worked, as well as the workshop (department) and position (work) of the worker employed.
After that, in box 2 it is recorded the date of dismissing, and in box 3, the reason, if the document submitted by the employee contains such data.
In box 4, it is indicated the name, date and number of the document on the basis of which the corresponding entries in the duplicate are executed.
Please note: if the documents do not contain fully the above data on work in the past, then only the data contained in the documents will be entered into the duplicate of the work record book.
If the work record book (its annex) has become unfit (scorched, torn, contaminated, etc.), then the employer gives the employee a duplicate of the employment record (its annex) at the last place of work (para. 5.5 of the Guidelines No.58).
At the same time, on the first page of the work record book that has become unfit, it should be made the inscription “A duplicate issued instead”, and the book is returned to its owner. In the case of employment on a new place of work, the employee must present a duplicate of a work record book.
A duplicate may also be issued at a new place of work due to the lack of access to the worker’s work record due to an emergency. It is issued on the basis of an employee’s statement and information received by him/her in writing from the headquarters for the elimination of the consequences of an emergency situation, which is provided in an arbitrary form.
In the case of restoring access to the work record book, records from the duplicate on the periods of work are transferred to the work record book. At the same time, on the first page of the duplicate it should be made the inscription: “Duplicate is cancelled”, it is certified by the seal of the employer at the last place of work of the employee and duplicate to be returned to its owner.
