Personal account card of the employee. Filling out the T2 card (sample)

Personal card-document that summarizes all information about a person, including the biography of the employee, previous jobs, military service and other information.

This document is the primary document of personnel records and is required to be filled in, has its own unified form T-2, which is approved by the decree of the State Committee of the Russian Federation on Statistics dated 05.01.2004 No. 1.

Documents required for filling.

Responsibilities for filling out this document, as a rule, are assigned to the personnel department of the organization, in small enterprises it can be filled out by the accounting staff or the manager personally. The employee's personal card can serve as a confirmation of work experience, since all data from it is transferred to it.

After the employee is dismissed, the card is stored at the enterprise for 75 years, in case of liquidation of the organization, this information is transferred to the archive and continues its storage period. Form T-2 includes 11 sections that can be completed independently of each other.

Based on what documents should you fill out an employee's personal card?

The employee's personal card should be entered after the issuance of the order, the exact timing of its opening is not provided for in the legislation. To fill out this document, you will need not so many documents as it might seem at first glance.

From the employee, you will need an identity document, an insurance certificate of state pension insurance, a work book and papers confirming his education.

In the event that the applicant fits the list of categories of social benefits, documents confirming the right to the benefit are submitted, as well as medical certificates, if necessary.

Where to start filling?

It is important not to make mistakes when filling out.

This form of the document consists of 11 sections, but it is important to fill in the upper part of the document. The person responsible for maintaining personnel records must correctly fill in the details of the organization and the upper part of the personal card, otherwise, in the event of a controversial or judicial precedent, the card will be invalid:

• in this part, you need to indicate the employee's personnel number, it is important to know that it consists of no more than 6 digits and does not change, regardless of the employee's movement along the career ladder;
• further indicate the taxpayer identification number, in the absence of a certificate of filing with the tax office, this code can be found on the website of the Federal Tax Service Inspectorate using the employee's passport data;
• in the column "Alphabet" it is customary to write down the first letter of the surname; when the surname is changed, the letter changes, as well as the rest of the data. In the column "Nature of work" indicate on the basis of the prisoner "permanently" or "temporarily";
• the type of work is indicated on the same basis as the nature, you can indicate "main" or "part-time". In addition to the details of the organization and the upper part of the document, you must specify the codes of the All-Russian Classifier of Information (OKIN).

How to fill out the T-2 form correctly?

It is necessary to indicate only true information.

To avoid mistakes, consider filling out the employee's personal card by section.

The basic information in the first section is filled in from an identity document, then from point 5 from the words of the employee. In cases where a person speaks three or more foreign languages, the company has the right to supplement the lines in the electronic version of the document form.

Item 6 is filled out from the provided education documents, regardless of the number of completed and incomplete educational institutions, the personnel service officer must list all the institutions.

Information about the profession and work experience is entered into paragraphs 7 and 8, respectively, based on previous entries in. The profession is entered in accordance with the staffing table and the order of employment.

Also, data on his marital status and family composition are entered into the employee's card in paragraphs 9, 10. The family, according to the labor legislation of the Russian Federation, includes parents, husband / wife, siblings, as well as the circle of people living with the employee, record is conducted in the order of kinship.

Passport data is fully recorded in paragraph 11, the address of registration and actual residence in paragraph 12. This concludes the first section, it is important to remember that any data entered may be changed.

Most often, changes occur in passport data, for example, when an employee gets married or divorced.

In this case, it is necessary to carefully cross out the old surname and enter a new one next to it, then enter the document the basis and endorse it with the signature of the employee responsible for maintaining personal cards.

Repeat the same steps with passport data and place of registration.

Section two contains information about military records, which are transferred from the military ID of the employee. If there is no military ID, this section is skipped. If a man has not completed military service and has not been written off for certain indicators in paragraph 2 of section 2, you must indicate "subject to conscription."

In the third section of the T-2 form, information about the employee's workplace is indicated, namely: for work, structural unit (if any), position, amount, basis for hiring (order of the head of the enterprise).

After entering the data, the employee checks the correctness of the specified data and puts his signature. When an employee is transferred to another position or a salary increase for one reason or another is also reflected in this section.

You can add information about additional courses.

Section 4 is filled out during the certification of employees for a change in position or transfer to another structural unit. In this section, the employee of the personnel department is obliged to indicate the certification period, its result and a link to the certification document.

In section 5 "Professional development", data on additional advanced training of the employee is entered, for example, the employee had a secondary specialized education and graduated from a higher educational institution during the course, which contributed to a change in his category or qualifications. The training period and its result are also filled in. In this case, you need to make changes to the first section, paragraph 6.

The seventh section, as well as the fourth, fifth and sixth, are filled in as needed and the achievements of the employee, as a rule, these sections are used by large organizations that send personnel to training, re-certification or certification courses when transferring to another position.

Section 7 "Awards (incentives), honorary titles" is filled with information on receiving such awards as: for achieving high sales, for seniority, etc.

According to the Labor Code of the Russian Federation, Chapter 19, Art. 114, every person who has worked in the organization for more than 6 months in a row has the right to take annual paid leave, vacation at his own expense, and so on. Vacation data is entered in section 8 of the employee's personal card, regardless of the type of vacation.

In this section, the person responsible for filling out this document must enter the type of vacation, the document-basis allowing to go on vacation, the number of days, as well as the date of the beginning and end of the employee's vacation. When the lines in this section end, you need to report an additional insert sheet with the continuation of section eight. You do not need to start a new card.

In the Russian Federation there is a fairly long list of categories of social provision. For example, a tax deduction from personal income tax in the amount of 1400 rubles for two children and 3000 rubles over the third child inclusive. Such information is entered in section 9 of the T-2 form. In this section, you must also indicate the type of benefits provided, the number and date of issue of the document confirming the right to the benefit.

Section 10 is completed at the discretion of the employer and the employee's specific skill or medical condition. Here you can enter the presence of a driver's experience with an employee of a particular category or information about additional education that is not included in section 2, for example, cutting and sewing courses or receiving additional education in a correspondence course.

Upon termination of the employment contract, the employer must indicate the article of the Labor Code, on the basis of which the employment relationship was terminated in section 11 of this form of the employee's personal card.

Along with this, you must indicate the number and date of the order for dismissal and the date of dismissal directly.

Common mistakes made when filling out a document

Small mistakes can be corrected.

It so happens that the staff of the personnel department makes mistakes when filling out an employee's personal card. This will not entail special consequences, it will not affect the employee at all. However, if there are a fair number of errors, then with an external check on the HR department, a fine for poor performance may be imposed.

The main errors that occur most often:

1. The use of special characters. [/], [:], [\u003d] and other special characters should not be used in the design of this document. They are especially strictly prohibited in the coding area;
2. Careless filling of the document. The text can go beyond the bounds of specialized fields, if necessary. However, in the field of coding, it should not appear. If there is at least 1 letter in this area, the card is then considered as damaged, and it will need to be reprinted again;
3. Dashes. This well-known oversight is due to the fact that in many other papers, dashes are possible or even necessary. They should not be in the T-2 form. If there is nothing to write in the column, then it must be left completely empty.

The person responsible for maintaining personnel records endorses the document and hands it over to the dismissed person for review. The employee is obliged to sign a personal card. The employee's signature speaks of the full agreement in the above information.

In this video you will find an example of filling out a personal T-2 card.

Form for accepting a question, write your

Personal card T-2 is filled in for employees of all categories hired.

To fill out a personal T-2 card, a personnel service employee needs the following employee documents:

1. Passport (or other identity document)

2. Labor book

3. Military ID

4. Certificate of education

5. Insurance certificate of state pension insurance

6. Certificate of registration with the tax authority

7. Order of employment

8. Employment contract

9. Documents confirming the age of children

10. Documents confirming the state of marriage

11. and others.

In this case, the documents prescribed in Art. 65 of the Labor Code: passport and other identity document, military ID (registration certificate), insurance certificate of state pension insurance and work book. Education document - provided that the availability of special education is an established legal requirement or an employer's requirement (as a rule, enshrined in the job description).

The rest of the documents are optional. It should be borne in mind that according to the Federal Law of 27.07.2006 N 152-FZ "On Personal Data" (adopted by the State Duma of the Federal Assembly of the Russian Federation on 08.07.2006), data that are personal can only be obtained from the employee himself. Personal data in this federal law indicates:

"Article 3. Basic concepts used in this Federal Law

For the purposes of this Federal Law, the following basic concepts are used:

1) personal data - any information relating to a specific or determined on the basis of such information an individual (subject of personal data), including his last name, first name, patronymic, year, month, date and place of birth, address, family, social, property status, education, profession, income, other information ”;

When coding information in a personal T-2 card, you must be guided by a number of filling rules defined by the Standard for automated personnel management systems:

1. If incorrect entries are made in the coding field or information not related to this filling, the T-2 form is considered damaged and must be rewritten. Therefore, it is recommended either to enter the exact codes, or not to enter them at all until the moment the personal T-2 card is returned to the archive.

2. In the absence of records or negative answers (“I don’t have”, “I don’t belong”), the encoded part of this variable remains empty.

3. When specifying dates, the name of the month is written in full, the year is written in four digits.

4. Dates are encoded in Arabic numerals in the following order: day / month / year (for example, 04/23/1998).

When filling out other sections of the card, you must be guided by the Instructions for the use and filling out of forms of primary accounting documentation for labor accounting and its payment from the Album of unified forms of primary accounting documentation for labor accounting and payment. Approved by the Resolution of the State Statistics Committee of the Russian Federation and classifiers:

1. The name of the organization is indicated in full. The abbreviated name is indicated in the event that it is fixed in the constituent documents. On the right, the OKPO of the organization is indicated.

2. Personnel number of the employee must not be longer than 6 digits. It is assigned to each newly hired or employed person and does not change with any movement of the employee within the organization up to his dismissal.

3. The taxpayer identification number and the number of the insurance certificate of the state pension insurance are indicated in accordance with the certificate of assignment of the TIN and the insurance certificate of the state pension insurance itself (if available and provided by the employee).

4. In the column " alphabet»The first letter of the employee's surname is indicated. In large organizations with a large number, it is possible to indicate the first three letters for the convenience of storing T-2 cards. T-2 cards are stored alphabetically.

5. Nature of work indicates "permanently", "temporarily", etc.

6. Type of work (main, concurrently) is recorded in full.

7. Gender denoted by the letters "M" and "Ж".

8. Surname, name, patronymic recorded in full and legible. It is advisable to shift the surname to the left, so that in the future, when it is changed, it would be possible to make appropriate corrections (cross out the old one with one thin line and write a new one) in accordance with the documents submitted to the personnel department.

9. Date of birth is established on the basis of a passport or other identity document, and is recorded in full in the text area, for example "January 9, 1975". In this case, the code is indicated as follows: 01/09/1975

10. When specifying place of birth Consider the following:

· The length of the entry, including spaces and punctuation marks, must not exceed 100 characters;

· Districts and regions are written in the genitive case, without commas, with the following abbreviations: city - city, village - village, edge - cr., District - env., Region - region, settlement - settlement, district - pH. , station - st.

· Aul, kishlak, village, station are written in full;

· The residence code is determined according to the All-Russian Classifier of Administrative-Territorial Divisions (OKATO), for example, at birth in Moscow, the “Code” column indicates: 45

11. Citizenship recorded without abbreviations. Citizenship records and their coding according to the All-Russian Classifier of Population Information (OKIN) may be as follows:

Citizen of the Russian Federation - 1

A citizen of the Russian Federation and a foreign state - 2 (in the case of dual citizenship, the citizenship of which state is indicated)

Foreign citizen (indicate which state) -3

· Stateless person - 4.

12. Languages \u200b\u200bspoken by the employee, are indicated in full without abbreviations. The degree of knowledge of the language in text form is indicated as follows (code according to OKIN):

I speak fluently -3

I read and can explain myself-2

· I read and translate with a dictionary -1.

When encoding the "Knowledge of a foreign language" column, two codes are indicated, the first denotes the language code, the second degree of its knowledge, for example: English - I read and translate with the dictionary is written in the "Code" column as: 014 1.

13. Educationis recorded and encoded according to the All-Russian Classifier of Information on Population (OKIN) and the All-Russian Classifier of Education Specialties (OKSO).

According to OKIN, education is coded as follows:

Primary (general) education - 02

Basic general education - 03

Secondary (complete) general education - 07

Primary vocational education - 10

Secondary vocational education - 11

Incomplete higher education - 15

Higher professional education - 18

· Postgraduate education - 19.

Explanatory examples:

Example	Refers to:
Employees studying in higher educational institutions, but not graduating from them	A person who has basic (general) or secondary vocational education, depending on what education they had at the time of admission to a higher educational institution
An employee who has completed several courses of a higher educational institution, but was forced to interrupt it or is studying in the third year	It is recorded how many courses have been completed or in which course they are studying
Graduated from three courses of higher education	Persons with incomplete (incomplete) higher professional education
Workers studying in secondary specialized educational institutions (technical schools, colleges), but not graduating from them	Persons with secondary (complete) general or incomplete secondary vocational education, depending on what kind of education they had at the time of admission to a secondary specialized educational institution
An employee who has graduated from a secondary school, a school with an in-depth study of a subject, a lyceum, a gymnasium	Persons with secondary (complete) general education
Employees who graduated from vocational schools or educational institutions equivalent to them	Initial vocational education

13.1. Abbreviations of words are allowed when writing the name of an educational institution, which do not distort the meaning of the name. In the case when the name of the educational institution includes the word "name", you can write "im.", If this is followed by the words "professor", "academician", etc., then you can write "im. Professor", "im. .academica ", etc. Orders are not indicated in the names of educational institutions.

13.2. All information about education (qualification, direction or specialty) is established on the basis of a diploma of education (other documents confirming the acquisition of education at this level).

13.3. Free lines in the section on education are intended for the name and date of graduation of the second educational institution of higher or secondary vocational education. If the employee graduated from two secondary or two higher educational institutions in different specialties, both educational institutions are recorded.

13.4. Diploma qualifications are listed in the following order:

For higher educational institutions: "bachelor", "master", "specialist". For the qualification "bachelor" and "master", the direction is indicated, and for the qualification of the "specialist" - the specialty.

For secondary educational institutions: "technician", "merchandiser", etc.

13.5. The profession (primary and secondary) is coded in accordance with the All-Russian Classifier of Workers' Professions, Employee Positions and Wage Degrees (OKPDTR). An additional profession is one that does not coincide with the main profession, but may be of interest to the organization.

L employee ID card - an accounting document in which basic information about the employee's labor activity is entered. It is compulsory for all employers to maintain (see clause 12 of the Rules for maintaining and storing work books, making work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation of 04.16.2003 No. 225).

The form of a personal card (No. T-2) was approved by the decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1. Despite the fact that for the 6th year (since 2013) unified forms of primary accounting documents are not mandatory for use, the need to maintain personal cards no one canceled workers. Rarely do organizations in Russia invent their own forms, the vast majority use the usual form No. T-2, which does not raise any questions from the inspectors, with minor improvements to suit their specifics.

Private bussiness Is a set of documents on the employee's labor activity. The employer is not obliged to keep personal files for his employees, they are only obliged to keep them for civil servants (Decree of the President of the Russian Federation of 06/01/1998 No. 640 "On the procedure for maintaining personal affairs of persons holding public positions of the Russian Federation in the order of appointment and state positions of the federal public service" ... True, the duty to conduct personal affairs can be assigned to a state institution by an industry-specific normative act.

In the field of private business, the decision on whether or not to keep the personal files of employees is made by the head of the organization. Only a superior organization can order him to do this - of course, if there is one.

A personal file is much more informative than a personal card. It contains not only general information about a person's work in the organization, but specific documents in the form of originals and copies published in your organization to document labor relations and provided by the employee (education documents, personal data, etc.).

Please note: the fact that the organization manages the personal files of employees does not relieve it of the need to keep personal cards. In this case, the personal card will always be kept separately from the employee's personal file, i.e. in the nomenclature of cases, these will be different cases!

Their storage period is determined by Art. 22.1 of the Federal Law of 22.10.2004 No. 125-FZ "On archiving in the Russian Federation" (hereinafter - the Law on archiving). Recall: now the storage period for personnel documents is 50 years, if the documents were closed by office work starting from 01.01.2003. And the personal cards and personal files of the workers dismissed now (and all those dismissed since 01.01.2003) fall into this category.

In general, personal files and personal cards are stored according to the same rules, but there are still nuances and differences. Let's consider them.

In Example 6 of the nomenclature of cases of the personnel department of the article "How to form the personal files of employees" of the magazine No. 4 ′ 2018, you can see how personal files and personal cards can be displayed in it

A sample of the employee's consent to the processing of his personal data, the amount of fines for violations in this area, etc., see the article “Caution, personal data of employees! »Magazine No. 4 ′ 2018

Operational storage and accounting

The personal card and personal file of the employee contain his personal data, which means that increased requirements are imposed on ensuring their safety.

As for documents containing personal data, for personal cards and files, a special fireproof, lockable cabinet is set up. Access to documents containing personal data, as a rule, has a limited number of persons who have signed an obligation not to disclose personal information of colleagues. When working with cards and cases, it is not allowed to leave them unattended on the table, especially at night. Personal cards and files must be returned to their place strictly after new information is entered into them or new documents are filed.

Now let's explain how to organize a system of accounting for personal affairs in the personnel department. When establishing personal files for employees, they are assigned serial numbers, registering in the Journal of Personal Affairs in a gross order. As a rule, personal file number 1 is set up for the manager, then for the rest of the employees as they enter the organization.

Example 1

Collapse Show

It should be noted that upon dismissal of employees, their personal file numbers are not assigned to new employees. The numbering continues up to some set limit, let's say up to 10,000.

On the cover of the personal file in the center and on the spine indicate its number: "Personal file No. 1" (marked with the number "5" in Example 3).

Then open Alphabet book and the information about the received workers is entered into it, but already in alphabetical order of surnames:

• with the letter P - about the head of the organization, Ivan Sergeevich Prokhorov;
• with the letter F - about his deputy Fedorov Kirill Petrovich;
• since Nikita Viktorovich Petrov went to work later than Prokhorov, in the Alphabetical Book he will be inscribed on the letter P after Prokhorov and this will be a violation of the alphabetical order within the letter P. If the Alphabetical Book is handwritten, then the violation of the alphabetical order after the first letter of the surname is natural - here the names are arranged the admission of people to the organization (more precisely, the date of the order for employment).

Example 2

Collapse Show

If the Journal of registration of personal files is considered mandatory for their accounting, then the Alphabet Book is optional and is set up for the convenience of searching for personal files. Previously, with a completely paper-based paperwork, it made sense: in the Journal, personal affairs were recorded in the order of employment of people, and information was placed in the Alphabet Book in alphabetical order of their surnames. But now it is more convenient to keep the Registration Log in electronic form (in the EDMS or in the Excel table), and then the search capabilities for this accounting document become enough.

Personal affairs are usually arranged in a closet by their serial numbers, less often - alphabetically or by structural divisions. This is done for operational accounting and quick search.

Collapse Show

Olga Menshikova, expert of the publishing house "Business-Arsenal"

If the organization decides to keep personal affairs, then they must be taken into account in Journal of registration of personal files. For the personal files of civil servants, it is customary to keep it in paper form, stitching and certifying with the signatures of the head of the organization (or an authorized person) and the seal of the organization. Such a Journal is usually filled in as long as there is space in it for several years with information about personal files that are started up (this is a so-called "rolling" case). After the end, the Journal must be closed according to all the rules: draw up a summary record on the number of registered personal files, if there were errors in the numbering, then mention it and sign it (usually this is done by the head of the HR department with the date).

Personal file number from the Journal is transferred:

• in a mandatory registration document - a personal card (earlier, to fill it out, form No. T-2 was used, approved by the decree of the State Statistics Committee of the Russian Federation of 01/05/2004 No. 1, now many continue to use it, simply by confirming its legitimacy on their territory) and
• on the cover of the personal file (see "5" in Example 3).

Personal file folder cover is its title page. Its form is given in Appendix No. 28 to the Rules for organizing storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents in government bodies, local authorities and organizations (approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526; further - Storage rules). The truth in this form is written in the largest letters "Case No. ___ Volume No. ___", and personal files rarely make up several volumes, therefore it has long been customary to replace this information with "Personal file number ___" (see mark "1" in Example 3). In place of the heading of the case, the full name is entered. the employee is completely in the nominative case (number "2" in the same place).

The location of other information may vary (this is not critical). Most often, organizations purchase ready-made folders with typographically applied fields that are filled in by hand. Less often, the title page is stuffed on a computer and printed, then glued to the cover of the folder, but the shelf life of the case is long and over time this glued sheet can suffer greatly.

Date of commencement of the personal file (see number "3") is the date of the employment order (even if it differs from the date of the employment contract). And the end date is the date of the dismissal order, even if the last day of the person's work in the organization was later.

Case index (number "4") is carried over from the current nomenclature of cases. In 2018, the organization will have at least 2 different cases:

• with a permanent storage period for the personal files of managers and
• with a 50-year period for the personal files of other employees (recall that the organization can change the statutory storage periods upwards).

Even if the rules for the formation of cases, adopted in your organization, imply an individual approach to a large number of categories of employees, but at the same time the retention periods of personal files of all categories of employees except for the top management are the same, then there is no need to start separate lines for them in the nomenclature of cases!

The case number (the number “5” in Example 3) is carried over from the Employee Record Book. There, personal files are usually numbered gross, although it is also possible to use indices to display categories of workers.

For the convenience of searching, on the spine of the personal file folder, the index and file number are put down.

Fund number and name of the archival institution (numbers "6" and "7" in the same place) are filled in only if your organization is the source of its acquisition. Number of sheets ("8") and inventory number by personnel ("9"), in which this case is included, is filled out in preparation for transfer to the archive from the personnel department for the next year or within 3 years after the dismissal of the person concerned. Shelf life ("10") it is better to fill in at the same time (otherwise you never know what else can change).

Example 3

Collapse Show

After the dismissal of the employee, we transfer the documents to the archive

On the day of dismissal the employee signs not only in the work book, but also in his own personal card.After that, the document will not return to its original place, but will be placed in the group “Personal cards of dismissed workers”. These cards are similarly stored in a lockable cabinet, but separately from the others, so that in time they can be transferred to the archive of the organization.

If the company practices personal affairs, then after closing the personal card personal file is closed: it contains a copy of the order for termination (termination) of the employment contract and the original copy of the application for dismissal or other document (or a copy thereof) that served as the basis for termination of the employment relationship. Then the documents of the personal file will also be sent to a special group "Personal files of dismissed workers", where they will wait for transfer to the archive.

Personal files and personal cards are recorded according to the years of dismissal of employees.

Example 4

Collapse Show

The personal card of the employee Petrov, who quit in 2017, will be placed in the case for 2017, despite the fact that Petrov went to work in 2010. And the personal card of Ivanov, who was adopted in the same 2010 and resigned in 2016, will be included in a similar case for 2016. Even if the personal cards of Ivanov and Petrov were simultaneously handed over to the organization's archives, they will be stored separately from each other, each in a volume for “its own” year, in addition, they will be included in different annual sections of the personnel list.

Upon dismissal of an employee in the Registration Book (and the Alphabet Book, if maintained) the date and number of the order of dismissal are indicated. Let us explain why this is done. When a personal file is requested from the archive, then, as a rule, the personnel officer informs the archivist of the year of the employee's dismissal. According to these data, it is easier to search for a personal file in the archive, especially if the organization has a large staff.

Example 5

Collapse Show

In practice, we came across an organization with about 10,000 personal files of dismissed workers. But there was another problem: often laid-off employees came back and got back to work. Then the personnel officers took the case of such a person from the archive and continued to conduct it. Some workers had 3-4 volumes, combined into one case. But this is not a typical situation.

So, the archivist looks at the inventory of the personnel for the year of dismissal named by the personnel officer and finds the case. The archivist is looking for a personal file already by its numbers: by the inventory of cases by personnel and archive number (this is a serial number within the inventory).

Employees who came at the same time will be fired at different times. The list of personal files of dismissed workers will include the year of dismissal. On the cover of the personal file (if it is formed separately, not in the attire), it will be necessary to indicate the beginning and end of work in the organization - the date of the admission order and the date of the dismissal order. On the archival stamp, the number of the case is indicated in accordance with the serial number of the case according to the inventory.

It should be noted that employees of the personnel department, when they transfer cases to the archive of the organization, must put on the cover a serial number according to the inventory only in pencil! In the future, when the annual sections of the inventory on the personnel of the entire organization will be drawn up, accounting documents on personnel will be added to it: personal accounts, payroll, etc. Therefore, when the inventories are processed (from structural to annual sections of the organization), the archive numbers will change.

According to clause 4.1 of the Rules for the organization of storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents in state authorities, local authorities and organizations (approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526), \u200b\u200bstructural divisions must transfer documents on personnel "to the archive of the organization no earlier than 1 year and no later than 3 years after the completion of the office work."

Of course, it is desirable that all structural subdivisions submit the documents completed by office work in a timely manner - annually and according to an agreed schedule. This is especially true for documents of permanent storage and personnel, tk. further in the archive, on the basis of the case histories of the structural divisions, the annual sections of the organization's case histories will be compiled. Usually, the annual sections of the inventories for personnel include documents not only from the personnel department, but also from the accounting department. If some structural unit does not submit documents within a certain period (for example, the accounting department does not prepare personal accounts for transfer), then it will be impossible to draw up the annual section of the inventory. This work will be postponed until all documents on personnel for the corresponding year have been submitted to the archive.

If the work on the transfer of documents from the personnel service to the archive in the organization is not established, then in the offices of the case, cases can accumulate for several years, while they fit into the existing cabinets and until their hands reach them. And when there is no more room for life, they begin to clear the rubble, transferring cases to the archive at once for several years.For example, the personnel department has accumulated documents for 2014-2016, then now, in 2018, all of them can be placed in a single inventory of cases for the personnel of this unit (shown in Example 6). Let's explain how to compose it:

• it is advisable to number the inventories of cases by personnel as follows:
• first indicate the department code (in Example 6 it is 04, see "!"),
• and then, through a fraction, the ordinal number of this inventory among all inventories of cases for the personnel of this unit for the entire time of its existence (in Example 6, this is 7);
• in the title of the inventory, we indicate the years for which documents on it are transferred to the archive (in Example 6 "for 2014-2016");
• and the tabular part of the inventory will be built according to the following logic:
• first insert the title in a separate line "2014" and include documents for 2014 in the inventory (orders on personnel, personal files, personal cards, etc.),
• then similarly for 2015 with the same systematization inside
• and further for 2016.

But this should be the exception rather than the rule. In the organization, it is necessary to clearly establish a schedule for transferring cases from structural units to the archive.

The case records of structural units are kept for 3 years after the EPK (EC) approval of the consolidated annual section for the corresponding year (see note<1> to Art. 248 of the List):

Fragment of the document

Collapse Show

A list of typical administrative archival documents generated in the course of the activities of state bodies, local authorities and organizations, indicating the storage periods (approved by order of the Ministry of Culture of the Russian Federation of August 25, 2010 No. 558; hereinafter - PTUD)

Example 6

Inventory of cases for the personnel of the personnel department (in the non-standard case of transferring documents to the archive at once for several years)

Collapse Show

You can store personal cards both by combining into one case, or separately (but as a rule, they are combined into outfits). These documents are systematized according to the years of dismissal of employees, and within each volume are arranged strictly in alphabetical order.

Companies that choose to store personal cards in volumes should understand the following. As a general rule, the maximum thickness of a volume should be between 4 cm and 250 sheets. But personal cards are made, as a rule, by typographic method on thick cardboard. And accordingly, no more than 150-200 pages can be included in the case. Otherwise, it will be difficult to work with such a difficult and unwieldy task in the archive when preparing and issuing archival references.

Example 7

Collapse Show

The same applies to personal affairs, but with some clarifications:

and) immediately after the employee is dismissed, copies of the passport, SNILS, education documents and other documents provided by the employee containing his personal data are withdrawn from his personal file. This is required by paragraph 7 of Art. 5 of the Federal Law of 27.07.2006 No. 152-FZ "On Personal Data", according to which "the storage of personal data should be carried out in a form that allows identifying the subject of personal data, no longer than the purpose of processing personal data requires, if the period of storage of personal data is not established by federal law, agreement to which the subject of personal data is a party, beneficiary or guarantor. The processed personal data are subject to destruction or depersonalization upon achievement of the processing goals or in case of loss of the need to achieve these goals, unless otherwise provided by federal law. " therefore in the personal file, only originals and copies of the employee's documents that relate to his work in the company should be left;

b) all staples and staples are removed from the personal file documents (this is standard practice in preparation for long-term storage of any file);

c) the documents of each personal file are arranged in chronological order: from the application for employment (since 2002, this is an optional document) and / or the original employment contract with a copy of the corresponding order to a copy of the dismissal order;

d) in order to ensure the protection of personal data when transferring personal files of those dismissed to the archive, they are already trying not to sew them into orders, but to transfer them in separate cases (then they should appear in separate lines in the inventory of personnel, see Example 8).

If the organization continues to operate in the old fashioned way, then when forming a volume with the personal files of those dismissed in a particular year (see Example 9), each set of documents from a separate personal file is preceded by:

• a sheet on which the surname, name, patronymic of the employee are printed (sometimes paper of bright colors is used for this to make it easier to navigate in the volume);
• and then you can attach a sheet of the internal inventory of the person's personal file (but this is not necessary).

As a rule, the personal files included in the orders are quite delicate: they consist of 4–20 documents. Therefore, it is not necessary to draw up standard internal inventories for each personal matter in the outfits.
But at the beginning of the outfit, it will be necessary to make a general internal inventory of the personal files included in it and place it after the cover (Example 10). It looks quite simple: full name, deadline dates (this is the date of the admission order and the date of the dismissal order) and sheet numbers in the attire. The numbers of personal files assigned at the time of their establishment by the personnel department will not be needed in the archive (archivists identify personal files, search by the year of dismissal and full name), therefore, these registration numbers of personal files are usually not included in this inventory;

e) no matter what method of organizing documents into cases you choose, in the process of filing them in volumes you need number all sheets in pencil in the upper right corner (the numbering of sheets of each volume of the case begins with one). This information about each volume is then entered into witness sheet and in internal inventory of volume documents (Example 10) as well as in list of files transferred to the archive in the column "Number of sheets" (see Examples 6-9). Each volume must have a full cover (Example 3). These are standard rules for the complete execution of cases, which cover all personnel cases transferred from divisions to the organization's archives.

The standard rules for the complete registration of cases are described in detail and with examples in the article "Preparing documents for transfer to the archive of the organization" of the journal No. 2 ′ 2016

Example 8

Collapse Show

Example 9

Personal cards and personal files of dismissed employees, if they are combined into a case (outfit) according to the year of dismissal, in the inventory of cases by personnel In personal cards, only the year of dismissal is indicated (see Examples 7 and 9). Due to the fact that the cards are formed alphabetically, and the dates of dismissal are different for everyone, it is rather difficult to establish the start date and the end date, and it does not make sense to indicate formally "01.01.2016 - 31.12.2016". Better to specify only the year "2016".

In personal files formed into orders, only the year of dismissal should also be indicated in the inventory (Example 9).

And in personal files, formed for each employee separately, the date of the order for employment and the date of the order for dismissal should be indicated (Example 8).

What are the pros and cons of forming the personal files of different employees into an outfit (a common cause for the year of dismissal)?

They are formed into orders by those organizations in which the personal files of employees consist of a minimum number of documents (from 4 to 20 and no more) in order to save money and storage space.

In organizations where many documents on personnel are created, as a rule, personal files are quite voluminous - from 50 and more documents in the file. It is better to leave such documents in separate personal files for each employee.

It should be noted that personal files contain personal data of employees. The preservation of information in individual cases is much higher than in outfits. Information leaks from the outfits are more frequent. For example, someone received permission from the management to familiarize themselves with the personal file of the dismissed employee P.A. Smirnov, but another 15 personal files were filed in the outfit. Thus, a "curious researcher" can easily "examine" 15 additional personal files of those dismissed in the same year.

There is also a reason why it is better to form employees' personal files not in outfits, but separately. According to Art. 656 a) PTUD personal files of the leaders of the organization and other "privileged" categories of workers should be kept permanently, and not 75 or 50 years, like the rest. A concrete person today, for example, is an orderly in a hospital, a student of a medical university, and in 30 years he will become an outstanding doctor. Perhaps they will write books and films about him. His personal file will be in demand for research. And if it is sewn into an outfit, it will create certain inconveniences. The same can happen with any trainee: over time, he can become a famous actor or politician. Today - an ordinary worker, and tomorrow - a legend!

But the personal files of state civil servants and municipal employees are formed only in separate cases for each employee.

When the documents of the surnames of one letter are completely included in the volume, then only this letter is indicated, therefore they try to make the "whole letter" appear in volume 1. But if there are so many surnames for a specific letter that the documents for them will exceed the established thickness of the volume (4 cm or 250 sheets), only then "when dividing the letter itself" we switch to designating in the volume with three letters those surnames that are included in it, for example :

Example 13

Collapse Show

• 1 volume. Personal cards of dismissed employees on "ABA - ADU";
• 2 volume. Personal cards of dismissed employees on "AZA - ALI";
• Volume 3. Personal cards of dismissed employees at AMU - AST;
• 4 volume. Personal cards of dismissed employees on "B - C";
• 5 volume. Personal cards of dismissed employees for "GAV - GOR";
• 6 volume. Personal cards of dismissed employees at the "GRI - GUR";
• 7 volume. Personal cards of dismissed workers on "D - I" and so on.

Note that in Example 13:

• the letter A turned out to be a lot of personal cards - I had to divide them into 3 volumes and in the name of these volumes there are 3 letters ("ABA - ADU", "AZA - ALI" and "AMU - AST") instead of one ("A"),
• at the same time, there are few cards for surnames starting with the letters B and C, they can be combined into 1 volume. To facilitate the perception of the inventory, we will indicate here only the first letters of the names "B - C".

We proceed in a similar way, i.e. there is no need to strive for all volumes to indicate 3 letters or only one letter at a time. This problem can be approached in a differentiated manner. Usually, with large volumes, it is necessary to divide personal cards into letters A, G, K, C and combine personal cards into B – C, D – Z, N – O, U – F into 1 volume (there are much fewer surnames for these letters).

If you do not have personal cards of those dismissed for some letters (for example, A, E, Z, I, Sh, Sh, E, Y, Y) and only 1 volume of the case, then in the title you need to indicate only the first and last of the real included letters:

Example 14

Collapse Show

Personal cards of dismissed workers on "B - C".

If there are only up to 5 cards in the case, then the specific letters of the surnames of the dismissed should be indicated. For instance:

Example 15

Collapse Show

Personal cards of dismissed workers on "A, K, H, C, T".

A personal card can be opened for each employee with whom the company has an employment agreement. This is done when hiring, after which the data is written to it until the very moment of dismissal. The document records all information about the employee, including incentives, punishment, training and more. A sample of filling out the employee's personal card of the T-2 form will allow you to do this correctly.

The law determines which documents the new employee must provide to the organization when registering. In certain cases, other information may also be requested from him. To systematize all the information provided, a personal T-2 card can be opened for him. This form is not a required form.

This document must be opened for both a full-time employee and a part-time employee.

The first filling out of the form can be done using a computer. After that, the rest of the information is entered by hand with a ballpoint pen. Empty fields cannot be crossed out.

The data in the card is recorded by the responsible employee, usually a personnel officer, on the basis of supporting documents. Copies of them must be filed in the employee's personal file.

In certain situations, the employee must confirm the correctness of the information that is entered on the card. He does this by affixing a signature in certain places.

Attention: companies have been given the right to recycle the standard form of the document. In order to take into account the specifics of the business, you can also create your own personal card form.

Is it a mandatory document

In a normal situation, the T-2 card is not included in the documents that must be compiled at the enterprise without fail. However, this does not apply to persons who are liable for military service.

The current law on military registration establishes that personal T-2 cards must be opened for each employee with this status.

How correctly information is entered into it can be periodically checked by the recruiting office employees. Also, by a separate order for the enterprise, a person responsible for military registration should be appointed, who enters this information into the documents and certifies it with his signature.

Important: if these rules are not followed, the company may be subject to monetary fines.

Based on what documents a personal card is filled out

When entering information into a personal card, it is necessary to rely on copies of documents provided by the employee himself, as well as on forms drawn up already in the organization itself in the process of work. It is recommended to make copies of all documents and attach them to a personal card to confirm information.

Typically the following documents are data sources:

• Document to confirm the identity of the employee;
• TIN form;
• SNILS card;
• Military ID (if any);
• Certificate, diploma or other educational document;
• Employment book, certificate from the main place of business;
• Marriage certificate (if any);
• Birth certificates of children (if any);
• Contract of employment;
• Copies of orders for admission, transfer, incentives, punishments, etc.

Attention: most of these documents are used when entering primary data into the card after hiring. The information that is written off to the card from the orders for admission, transfer, dismissal must be certified by the signature of the employee himself.

Personal employee card form T-2 form free download

Files to download:

Personal employee card form T-2 sample filling 2018

Let's look at a sample of filling out a T-2 form in order to know how to correctly indicate the data. First, you must fill in the information in the header of the form. The name of the company and its code assigned by Rosstat are recorded here.

Next, you need to indicate the day on which the card is opened, the employee code according to the time sheet. The next step is to put down the TIN and SNILS of the employee on the basis of the documents presented to them.

Next, you must indicate the letter with which the employee's surname begins. The nature of the employee's activity and its type are also entered next to it. For example, the main activity is either part-time. The filling of the cap is completed by affixing the gender of the employee.

General information

First of all, in this section, the details of the employment agreement signed with the employee are recorded.

IN lines 1-3 entered full name employee, as well as information about his date and place of birth. To the right of the graphs there is a table - in it it is necessary to write down the codes according to the reference book corresponding to the given values. When entering information about the place of birth, settlements (village, aul, etc.) must be indicated in full, without abbreviation.

IN line 4 fits citizenship.

IN line 5 the foreign language that the employee knows, as well as how he speaks it, is put down. For example, here you can specify "I read and write with a dictionary", "I speak fluently", etc.

IN line 6 the education received by the employee is indicated. Here the type of education, information about the educational institution, information about the document received after graduation (certificate, diploma, etc.) are affixed.

IN line 7 the profession for which the employee is accepted is recorded.

IN line 8 the size of the employee's existing work experience is affixed on a specific date. As a rule, the day of hiring is chosen as it. This information is entered on the basis of a work book.

IN lines 9 and 10 information is recorded about the employee's marriage, as well as about the closest relatives available to him. This information is recorded in its entirety, that is, full name. indicated without abbreviation.

IN line 11 information about the document is indicated, which confirms the identity of the employee.

Line 12 is intended for putting down the addresses of the employee - by registration and actual. If they match, then the second address is allowed to be left blank. The phone number is also recorded in this position.

Information about military registration

This section is to be completed only for male workers. Information is recorded in it on the basis of a military ID or registration certificate.

IN line 1 the category of the stock is indicated. It must be left empty if the employee belongs to the officer corps.

IN line 2 military rank is entered. In the case when the employee has a registered certificate in his hands and he has not yet been called up for service, it is necessary to write down "To be called up".

IN term 3 the type of soldier in which the employee belongs is noted - soldiers, medical, etc.

IN line 4 the code of the specialty received during the period of military service is entered.

IN line 5 with the help of the letters from A to G, the degree of fitness for military service is indicated.

IN line 6 the name of the military registration and enlistment office in which the employee is registered is recorded.

IN line 7 the current state of the register must be indicated. This information is recorded only in pencil.

Data in line 8 recorded in case of removal from military registration.

Attention:all information entered here is checked and signed by a personnel officer. Further, the employee must familiarize himself with them and also put his signature for confirmation.

Hiring and transfers to another job

When opening the card, you must enter information about the employee's admission in this section. Further, data on its movement in the enterprise, promotions, etc. are indicated here.

The table contains the date of the change in his status, information about the new structural unit, his new position and salary. This section also contains information about the order that established this movement.

The last column of the table is intended for the personal signature of the employee - he puts it after reviewing the information entered.

Attestation

The organization may periodically carry out certification of employees. If it was carried out, information about it should also be present in the employee's personal card. Here information on the date of its holding is reflected, then the decision made by the commission on the suitability of the employee, as well as the number and date of the document that formalizes the decision of the certification commission, is indicated.

Attention: the last column may be empty if it does not reflect the details of the order, on the basis of which the certification was carried out in the organization.

Training

Company employees must periodically undergo advanced training courses in order to comply with existing professional standards and positions held. This information should also be recorded in the personal card of the employee of the company.

The table should indicate the start and end date of advanced training, then the name of the retraining performed, as well as the number and date of the document issued to the employee after the advanced training should be entered.

In the last column, you need to record information about the order of the management, on the basis of which the employee was sent for advanced training.

Professional retraining

Modern conditions for carrying out activities require that the company's employees periodically undergo training, retraining, etc. This information must be indicated in this section.

The period of retraining, the name of the specialty in which the training was carried out, as well as the details of the corresponding document issued to the employee upon completion of training are reflected. In the last column of the table, you need to reflect the reasons for which the employee was sent for retraining.

Encouragements and awards

In the course of work, the employee can be encouraged and presented to certain awards. Such information should be reflected in this section of the personal card. Information must be entered about bonuses to the employee, presentation for rewarding with valuable gifts, certificates, etc.

In the first column of the table, it is necessary to reflect the name of the incentive carried out, and next to it, the basis for awarding the employee is written. These can be the details of the order for the promotion.

Vacation

The employee's card must reflect information about all provided periods of various vacations. Here you need to enter the periods of the main, additional vacation, vacation at your own expense, study, etc. The information is presented in the form of a table.

First, the name of the vacation should be indicated, after which the start and end date of the period for which the vacation is granted are fixed. For the main vacation, here you need to reflect the calendar year or its interval.

After that, the duration of the rest period is indicated in days with the obligatory fixation of the start and end dates of the vacation. In the last column, you need to enter the details of the order of the company's management, on the basis of which the vacation is granted.

Attention: since this part occupies an insignificant place, and the employee may work in the organization for a long period, it is recommended to draw up the appendix "Supplement to the personal card" for this section. He repeats the header, like in the "Vacation" section, and then the information is entered into the corresponding columns according to the rule discussed above.

Social benefits

This section should indicate the grounds on which an employee of the enterprise can be assigned a reduced duration of working hours. For example, disabled people of the 3rd group have a social guarantee in the form of a shorter working day.

Information is reflected in tabular form.

Initially, you need to indicate the name of the benefit, after which the details of the document confirming the employee's right to this benefit are reflected, and next to it you need to enter links to the regulatory documents in accordance with which this benefit is provided. This can be an article of a law, regulation, etc.

additional information

This part of the personal card is intended for entering free-form information into it, which has not been reflected in other sections of the T-2 form.

Often here, personnel specialists indicate that employees have the right to drive vehicles with fixing the details of a driver's license.

You can also indicate in this part of the face card information about the presence of a disability about a person working in the company.

Grounds for termination of an employment contract

This part of the personal card is the final section. Data should be entered into it only when there is a termination of the employment agreement with the employee.

Information is entered by the inspector of the personnel department. Here it reflects information on the reason for the termination of the employment contract in the wording provided for by the norms of labor legislation. Also in this section, the number and date of the dismissal order, as well as the date of termination of the employment relationship, are indicated.

After filling out this information, the personnel specialist once again checks the recorded information and puts his signature in the confirmation of this information.

Important: the employee of the company with whom the contract is terminated must be familiarized with these data. He must check the accuracy of the reflection of the information, and after that also put his visa. After that, the T2 card is closed.

Document storage period

The employee's personal card is located all the time the employee of the company works in the personnel department, in a place where access is limited. After the termination of the employment agreement with the employee, it is recommended to store it in the personnel department for a certain time, and only after that transfer these documents to the archive of the enterprise.

The established practice shows that personal cards for dismissed employees are kept by the personnel department from one to three years. This is due to the fact that a former employee during this period may often make requests for various certificates and other information about the work.

Attention: after the transfer of the personal card to the archive of the company, it must be kept there for another 75 years after the employee's dismissal.

When hiring a new employee, the personnel officer prepares various documents. One of them is a personal card. In the Labor Code, you are unlikely to find a mention of this document, however, by virtue of Resolution No. 1, personal cards must be kept by all enterprises and organizations, regardless of their organizational and legal form and form of ownership. The same decree unified the form of this document - T-2, T-2 GS (MS). Today we will tell you who should fill out a personal card, what information should be entered into it, whether the information needs to be encoded.

Legal basis

There is no doubt about the need to maintain a personal card for a long time - this is obliged to do paragraph 2 of Resolution No. 1 and the Rules for maintaining and storing work books: with each entry in the work book about the work performed, transfer to another permanent job and dismissal, the employer is obliged to familiarize it the owner against signature in his personal card (it repeats the entry made in the work book).

A personal card is filled out by an employee of the personnel service for persons hired, on the basis of:

- an order (instruction) for employment (form T-1 or T-1a);

- passport or other identity document;

- work book or document confirming work experience;

- insurance certificate of state pension insurance;

- documents of military registration (for persons liable for military service and persons subject to conscription);

- a document on education, qualifications or special knowledge (when applying for a job requiring special knowledge or special training);

- information provided by the employee about himself.

In some cases, taking into account the specifics of the work, in accordance with the current legislation of the Russian Federation, it may be necessary to present additional documents, for example, containing information about income, property, property obligations, and a medical certificate.

Note. The personal card of a state (municipal) employee (form T-2 GS (MS)) is used to register persons holding state (municipal) positions in the civil service.

Note that in accordance with clause 658 of the List of typical administrative archival documents generated in the course of the activities of state bodies, local authorities and organizations, indicating the storage periods, approved by Order of the Ministry of Culture of the Russian Federation of August 25, 2010 N 558, the personal card is subject to storage for 75 years old. By the same order of the expert and verification commission, it is allowed to refer this document to those that are stored permanently.

Since it will take a long time to store the card anyway, we recommend printing it on thick paper. You can also enter the initial data in the electronic form of a personal card. However, it will still have to be printed, since the employee must certify with his signature the correctness and completeness of the information entered. And later, during the course of his labor activity, the employee will have to be introduced to the entries in the card, so one cannot do without a paper copy.

For your information. In addition to the personal card of the employee in scientific, research, educational and other institutions and organizations carrying out activities in the field of education, science and technology, a record card of a scientific, scientific and pedagogical worker (form T-4) is used.

Since personal cards contain personal data of employees, they must be stored in a safe or locker with a key.

Note that some employers, on the basis of the unified form T-2, develop their form in electronic form, while deleting individual columns, which they subsequently print. You can't do that! The procedure for the application of unified forms of primary accounting documentation, approved by the Resolution of the State Statistics Committee of the Russian Federation of 03.24.1999 N 20, established that the removal of details from unified forms is prohibited. If necessary, changes can be made to the unified form:

- expansion and contraction of graphs and lines, taking into account the number of characters in the indicators;

- inclusion of additional lines and loose sheets;

- introduction of additional details.

In this case, the changes introduced must be formalized by the appropriate organizational and administrative document of the organization.

Rules for filling out and the procedure for entering information

At the top of the first page of the form, you must indicate the name of the organization, which is taken from the constituent documents. Now let's move on to the table.

In the column "Date of drawing up" we indicate the date of filling out the personal card. Note that it may differ from the date the employee was hired. This is not a violation of labor laws. However, we recommend not to delay filling in a personal card, adhere to a weekly period (by analogy with clause 10 of the Rules for maintaining and storing work books).

The column "Personnel number" is filled in if the institution assigns personnel numbers to employees. Recall that such a number is assigned to an employee upon admission and does not change when transferring or moving from one structural unit to another.

The columns "Taxpayer identification number" and "State insurance certificate number" are filled in on the basis of documents submitted by the employee. If a citizen enters work for the first time, then the column for the details of the pension certificate will remain blank until the employee receives it.

In the column "Alphabet" the first letter of the surname of the employee, on which the personal card is filled in, is put down. It is necessary to fill in this column to systematize personal cards in the general array.

The column "Nature of work" indicates "permanently" if the employment contract is concluded for an indefinite period, or "temporarily" if the employment relationship is limited to any period.

"Type of work" - main or part-time.

In the “Gender” column, only the first letter is put down (“M” - male gender, “F” - female).

From the example you can see that in the upper right corner there are cells for codes. The form code is there, but the code for OKPO (All-Russian Classifier of Enterprises and Organizations) must be asked in the accounting department, since this code is assigned by the Federal State Statistics Service.

Further in the T-2 form there are a number of fields for encoding. Why are they? These codes were required for statistical monitoring and control. Currently, these fields are rarely filled in, but if, nevertheless, it is customary in your institution to encode information, we recommend using the following classifiers:

- All-Russian classifier of objects of administrative-territorial division OK 019-95 - OKATO;

- All-Russian classifier of specialties in education OK 009-2003 - OKSO;

- All-Russian classifier of workers' professions, office positions and wage categories OK 016-94 - OKPDTR;

- All-Russian classifier of information on the population OK 018-95 - OKIN.

Note! Even if the office does not enter codes, you cannot delete the fields intended for them.

Section I "General information"

When you look at this section, you can see that it contains the personal data of the employee and information about his family, education received before employment and the available length of service.

The date and number of the employment contract concluded with the employee are entered in the "Employment contract" column.

Items 1-4 of this section are filled in on the basis of passport data:

- the surname, name and patronymic are indicated in the nominative case in full;

- the date of birth is indicated in a verbal and digital way;

- the place of birth is indicated taking into account the generally accepted abbreviations (for example, "g." - city, "rn" - district, "r. P." - workers' settlement, etc.), while districts and regions are written in genitive case.

The following entries can be entered in the "Citizenship" column (Section 2 of the OKIN): "citizen of the Russian Federation"; "Citizen of the Russian Federation and a foreign state"; “Foreign citizen” indicating the name of the state, for example, “foreign citizen (Republic of Kazakhstan)”; "Stateless person" - indicated when presenting a residence permit.

The next column "Knowledge of a foreign language" is filled in according to the words of the employee. In this case, you must specify the language in accordance with Sec. 4 OKIN and indicate the degree of proficiency in it in accordance with sect. 5 OKIN:

- reads and translates with a dictionary;

- reads and can explain;

- owns fluently.

Based on the education documents submitted by the employee, clause 6 "Education" is filled in:

- primary (general) education - at least 4 grades;

- basic general education - at least 9 classes with a certificate;

- Secondary (complete) general education - at least 11 classes with a certificate;

- primary vocational education - vocational school or lyceum;

- secondary vocational education - technical school or college;

- incomplete higher education - three or more university courses;

- higher education - university, academy, institute;

- postgraduate education - postgraduate studies (postgraduate studies), residency, internship, doctoral studies.

Usually, information about completed education is indicated, but if the employee has a certificate of incomplete higher education, this can also be reflected in the personal card. Sometimes there is not enough space for specifying the educational qualifications of an employee in the T-2 form, for example, he has three higher educations. What to do in this case? We recommend that you draw up a loose leaf on which you write down all the necessary data.

For postgraduate education, there are separate lines in the form.

For your information. If the employee's surname, passport details and other similar information have changed, it is necessary to correct the personal card. In order to make corrections correctly, we recommend using the Instructions for filling out work books: cross out the old information with one line, and then (above the crossed out or, if there is free space, next to it) write the new data.

Item 7 "Profession" should include information about the main and additional professions. In the column "Main" quite often indicate the profession or position that the employee occupies in the organization, but this is not true. We believe that an employee with no work experience needs to indicate in this column the profession that he received after graduation. If the employee has a certain experience, then as the main one, you can indicate the profession in which he acquired the greatest work experience. For such an employee, you can also fill in the "Other" column - in order to create a personnel reserve or to quickly replace an absent employee. In any case, when filling out clause 7, you must refer to the OKPDTR and indicate the name of the profession in accordance with it.

Column 8 contains data on seniority - general, continuous and giving the right to a seniority bonus. Currently, most employers do not calculate continuous length of service and seniority for years of service, since now they basically require insurance experience - and this is indicated in the line provided for the total length of service. However, sometimes, due to the requirements of federal laws, it is required to indicate both continuous length of service and length of service. For example, seniority is taken into account in the internal affairs bodies, in the service in the State Fire Service, in the bodies for control over the circulation of narcotic drugs and psychotropic substances, in the service in institutions and bodies of the penal system.

Total work experience is the total duration of work (regardless of the number and duration of breaks in it) and other socially useful activities, as well as other periods of time established by the legislator.

Work experience is calculated on the basis of entries in the work book or other documents confirming the work experience. To determine the calculation method, we recommend using the Resolution of the PF RF Board of July 31, 2006 N 192p, in accordance with which the calculation of the experience is carried out by summing separately the end dates and the start dates of the periods of work. The difference between these amounts is the duration of the total experience. At the same time, one day should be added to the duration of the total length of service for each case of dismissal.

Column 9 "Marital status" is filled in in accordance with the OKIN. Note that the words "single", "married", etc. are unacceptable. The following wording will be correct:

- never married;

- is in a registered marriage;

- is in an unregistered marriage;

- widower (widow);

- divorced (divorced);

- dispersed (dispersed).

The details of the identity document are transferred to clause 11 "Passport". If during the course of employment the employee's passport data has changed, it is necessary to note this in the personal card.

The column "Place of residence" is filled in on the basis of the registration stamp in the passport. Note that the place of actual residence may differ from the place of registration. For this, the corresponding lines are provided in the personal card, which are filled in from the words of the employee.

Section II "Information on military registration"

Information for filling out this section of the personal card is taken from:

- a military ID (or a temporary ID issued instead of a military ID) - for citizens who are in stock;

- certificates of a citizen subject to conscription for military service - for citizens subject to conscription.

If a citizen is in stock, then:

- point 3 "Composition (profile)" is filled in without abbreviation (for example, "command", "medical" or "soldiers", "sailors");

- in clause 4 "Full code designation of the VUS" the full designation is recorded (six digits, for example 021101, or six digits and an alphabetic character, for example 113194A);

- Clause 5 "Category of fitness for military service" is filled in with letters (A - good for military service, B - good for military service with minor restrictions, C - limited for military service, D - temporarily unfit for military service). In the absence of entries in the relevant items of the military ID, the category "A" is put down;

- in clause 7 "Is on the military register" line "a" is filled in (with a simple pencil) - if there is a mobilization order and (or) a stamp on the issuance and withdrawal of mobilization orders, line "b" - for citizens booked for the organization for a period mobilization and wartime.

If a citizen is subject to conscription for military service, then:

- in clause 2 "Military rank" the entry "Subject to conscription" is made;

- in clause 5 "Category of fitness for military service" a letter is put (A - suitable for military service, B - suitable for military service with minor restrictions, C - partially suitable for military service, D - temporarily unfit for military service, D - not fit for military service) on the basis of an entry in the certificate of a citizen subject to conscription.

If a citizen has reached the age limit for being in the reserve or is recognized as unfit for military service for health reasons, in clause 8, a note is made "Removed from military registration by age" or "Removed from military registration for health reasons."

At the end of this section, at the bottom of the second page of the form, the personnel officer and the employee on whom the card was filled out put their signatures, confirming the correctness of the information entered.

Section III "Recruitment, transfers to another job"

On the basis of the order for employment of the T-1 or T-1a form, the first entry is made in this section. During the work of the employee, records of transfers will be made here (based on the order on the unified form T-5).

In this section of the personal card, a column is provided for familiarizing the employee with the entries made, therefore, by virtue of the Rules for maintaining and storing work books of the employee, it is necessary to acquaint with these entries.

III. Hiring and transfers to another job

Section IV "Attestation"

This section is filled out only if the organization provides for certification by local regulations or it is carried out in accordance with the requirements of the legislation. The date of certification, the decision of the certification commission (briefly), the date and number of the minutes of the meeting are indicated. In the column "Basis" write down the date and number of the order for the certification. Note that in addition to making a decision on the suitability of an employee for the position held, the attestation commission may recommend sending him for training, transfer to another position, etc. These recommendations can also be given in this section.

Section V "Advanced training"

In accordance with Art. 196 of the Labor Code of the Russian Federation, the employer conducts vocational training, retraining, advanced training of employees, training them in second professions in the organization, and, if necessary, in educational institutions of primary, secondary, higher professional and additional education on the terms and in the manner determined by the collective agreement, agreements, labor contract. It is after completing training in advanced training institutions that this section is filled in.

Recall that advanced training can be short-term (at least 72 hours), long-term (over 100 hours) and can be carried out in the form of thematic and problematic seminars (from 72 to 100 hours).

V. Professional development

the date	Type of professional development	The name of the educational institution, its location	Document (certificate, certificate)	Base
Beginning of training	Completion of training
Name	Serial number	the date
1	2	3	4	5	6	7	8
05.04.2010	20.04.2010	Short term	Nizhny Novgorod	Identity	BI-V	20.04.	Order from
		Courses	State		123456	2010	03.04.2010
			Pedagogical				N 52
			The university

Section VI "Professional retraining"

This section is filled in when an employee masters a new profession. After completing training under the program for more than 500 hours, a diploma of professional retraining is issued, on the basis of which an entry is made. Let us recall that the procedure and conditions for professional retraining of specialists are determined by the Order of the Ministry of Education of the Russian Federation of 09/06/2000 N 2571 and the Model Regulations on an educational institution of additional professional education (advanced training) for specialists.

In the column "Basis", you should indicate the details of the order on the direction of the employee for retraining. If an employee underwent retraining on his own and presented only a diploma, the column "Basis" will remain blank.

Section VII "Awards (incentives), honorary titles"

Article 191 of the Labor Code of the Russian Federation gives the employer the right to encourage employees who conscientiously perform their labor duties - to declare gratitude, to issue an award, to award a valuable gift, a certificate of honor, or to present to the title of the best in the profession. If during his working life the employee is encouraged by the organization or received any honorary title, it is necessary to make a record about this in this section.

Clause 24 of the Rules for maintaining and storing work books specifies which awards and incentives are indicated in the work book, and therefore (by analogy), and in the personal card. Remember that information about the bonus provided by the wage system or paid on a regular basis will not be entered on the personal card.

Vii. Awards (incentives), honorary titles

Name of the award (incentive)	Document
Name	room	the date
1	2	3	4
Certificate of honor	Order	108	10.10.2010

Note that in institutions funded from different levels of the budget, departmental awards may be provided. For example, for the federal state registration service, the Regulation on the Certificate of Merit was approved by the Order of Rosreestr dated December 15, 2011 N P / 507.

Section VIII "Vacation"

All vacations (annual paid, unpaid, additional and others) must be taken into account. When filling out this section, you must indicate the type of vacation (for example, additional paid), the period for which it is granted, the number of calendar days of vacation, start and end dates, the basis (order for granting vacation in the T-6 form).

Sometimes a question arises with filling in the "Period of work" column of this section: some specialists, when granting part of the leave, indicate half of the period. This is not true. It is necessary to indicate in full the working year for which the leave is granted, regardless of whether the employee is granted full leave or part of it.

Section IX "Social benefits"

This section of the personal card lists the social benefits that are associated with labor relations. Information about them is entered on the basis of documents submitted by the employee, for example, a certificate of disability, certificates of an honorary donor. As the basis for the benefit, we recommend that you indicate the federal law or other normative act, which provides for the benefit or guarantee.

Completing this section will allow the HR officer to track the provision of benefits and guarantees specified by law.

Section X "Additional Information"

Here you can enter any information the employer needs about the employee, for which there was no suitable place above - that the employee is the parent of a disabled child, the presence of a driver's license, foreign passport, etc. The section is filled out on the basis of the document submitted by the employee ...

Section XI "Grounds for termination of an employment contract (dismissal)"

This section completes the personal card and is completed only when the employee is dismissed. Entries in it are made on the basis of an order to terminate (terminate) the employment contract (unified forms T-8, T-8a). They also indicate the reason for the dismissal with reference to the relevant article of the Labor Code of the Russian Federation and the date of dismissal.

This record is certified with their signatures by both the personnel service employee and the resigning employee.