Cancellation of paper documents and the transition to their digital counterparts is a great initiative, because everything you need is always within minute access online. However, so far, the paper workbook with all its data is an important document for the working population of our country. Let's talk about the peculiarities of keeping the employment records.
General Information
As you know, employment records are the main document on labor activity of a person (Art. 48of the Labor Code of Ukraine, hereinafter − the Labor Code). They are kept for all employees who work at the enterprise, institution, organization or individual for more than five days. Employment records are also kept for freelance workers, provided that they are subject to mandatory state social insurance, students of higher education and students of vocational schools who are undergoing internships at the enterprise, institution, organization.
For persons working part-time, the employment records are issued only at the place of main work.
The employment records are kept according to the rules established by the Instruction on the procedure for keeping employment records of employees, approved by Order of the Ministry of Labor of Ukraine, the Ministry of Justice of Ukraine, the Ministry of Social Protection of Ukraine No. 58 of July 29, 1993 (hereinafter − Instruction No. 58).
Books of record
Paragraph 7.1 of Instruction No. 58 stipulates that the company must keep records of employees' employment records. In particular, there must be:
- the book of the record of forms of employment records and supplements to them;
- the book of the record of the movement of employment records and supplements to them.
The forms of the books were approved by Order of the Ministry of Statistics of Ukraine No. 277 of October 27, 1995 (hereinafter – Order No. 277).
All operations related to the receipt and expenditure of employment records forms and supplements with the indication of the series and number of each form must be entered in the book of the record of employment records and supplements to them. The book is kept by the company's accounting department.
The book of the record of the movement of employment records and supplements to them is kept by personnel department or other division of the enterprise which carries out registration of acceptance and dismissal of employees. This book registers all employment records received from employees during employment, as well as employment records and supplements to them with a record of the series and number, reissued to employees.
The book of the record of forms of employment records and supplements to them and the book of the record of the movement of employment records must be numbered, bound and sealed with the signature of the head of the enterprise and the seal.
The forms of employment records and supplements to them are stored in the company's accounting department as documents subject to strict reporting and issued on request to the person responsible for maintaining employment records (item 7.2 of Instruction No. 58).
At the end of each month, the person responsible for keeping employment records submits to the accounting department a report on the availability of forms of employment records and supplements to them and the amounts received for completed employment records and supplements to them, with the attachment of the receipt order of the enterprise cash desk.
In the case of issuing an employment record, supplement to it or a duplicate of the employment record, the owner or authorized body charges the employee the amount of its value (paragraph 6.1 of Instruction No. 58).
In case of incorrect initial filling of the employment record or supplement to it, as well as damage to their forms due to careless storage, the cost of damaged forms is paid by the company.
If the employee's employment record is lost by the enterprise due to a natural disaster or for other reasons, the employee is issued a duplicate of the employment record without paying its value.
On the forms of the employment records or supplements to them spoiled during filling, an act is drawn up in the form approved by Order No. 277.
The owner or authorized body must always have the required number of forms of employment records and supplements to them.
