Journal of registration of certificates issued to employees. Journal of registration of certificates issued to employees Journal of issuance of certificates for weapons title page

Dear colleagues, we have released an “empty” magazine - with empty column headings.

If you decide to keep a journal of accounting/registration of any documents or events that is difficult to find on sale, you can purchase our “blank” journal and fill out the “headings” of its column in your own way.

We provide examples of filling out the content of the journals below:

• Journal of registration of certificates issued to employees
• Journal of registration and accounting of documents issued to employees
• Job assignment log
• Register of acts
• Logbook memos(memos, explanatory notes etc.)
• Journal of registration and accounting of personal cards

The magazine is “blank” - with blank headings, the graph is published in a convenient format (A4, book).

The cover is thick and durable (thick glossy cardboard 300 g + PVC).

High quality white paper 80 g. 72 pages

The lines are clear. In this case, the lines match. More than 2100 lines for entries. The width of the columns is convenient.

The title page of an “empty” magazine - with empty headings, the graph looks like this:

Thus, on the title page of an “empty” journal - with blank headings, the column is independently filled in with the name of the employer, and it is also written that it is registered/accounted for in the journal. Let's give examples.

Example 2

Column “Started: “___”_________20___.” filled in when opening the journal. Column “Completed: “___”_________20___.” filled in when the journal is closed.

On the second and third pages of the magazine there is a section “Employees responsible for maintaining the magazine.”

The remaining pages of the journal contain empty columns - 5 columns on each page. The first column is slightly narrower, the rest are the same width. In addition to the header line, each page has 30 lines to fill out.

If you want to keep a journal with few columns (1-5), then you can make entries on each page. If you plan to keep a journal with more columns (6-10), then you can keep it “spread”; the lines on the pages on the left and right are exactly opposite each other.

Examples of filling out the contents of an “empty” journal - with empty column headings

Example 1. Journal of registration of certificates issued to employees

Example 2. Job assignment log

Example 3. Journal of registration and accounting of documents issued to employees

Example 4. Journal of registration of acts

Example 5. Journal of registration of official notes (memos, explanatory notes, etc.)

Example 6. Journal of registration and accounting of personal affairs

Example 7. Journal of registration and accounting of personal cards

“Empty” journal - with empty headings, the column is numbered independently. In addition, the log is stitched, sealed and certified by the head of the organization (or other authorized person), if this is established by the employer at the local level (for example, by instructions for personnel records management). In this case, appropriate entries can be made about this on the last page of the journal.

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

Read our article:

How to fill out and maintain a certificate registration log

The log of certificates issued to employees makes it easier to find the necessary information and allows you to make samples for statistics. In addition, the manager, based on the register, can monitor the implementation of relevant tasks to determine the volume of completed types of work, assess the effectiveness of the HR department, etc.

There is no approved form for registering certificates in 2020; each enterprise has the right to keep it in any form. You can purchase a ready-made form and fill it out, or you can create your own according to our sample by printing the form.

Some enterprises keep records of issued certificates in in electronic format using MS Excel or special programs for organizing document flow.

In whatever form the magazine exists in the organization, its structure will be, if not the same, then very similar. If there is a large number of documents being processed, it is permissible to organize their differentiated accounting - for example, by type, by department, etc.

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

In the journal for registering certificates in 2020, it is advisable to number the pages, stitch it, making a certification inscription “the number of sheets in the journal is stitched and stapled,” endorsed by the manager’s signature and stamped.

The first sheet will contain the section “Employees responsible for maintaining the journal”; depending on the size of the enterprise, 2-3 sheets can be allocated to it.

The magazine exists in a single copy, so it is maintained by one person at a time. Usually this personnel worker or secretary-clerk. There should be no difficulties filling out this section. It is designed in the form of a convenient plate with columns:

• serial number;
• getting started with the magazine;
• end of work;
• Full name of the responsible person;
• his position;
• details of the manager's order, on the basis of which this employee assigned responsibility for registration;
• signature.

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

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

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

Error correction

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

If you initially type it up yourself, it would be wise not to save paper space and make the lines larger in height, then if necessary, make corrections, you won’t have to make smaller ones, and the blot will not look illegible and sloppy.

note

Lost or damaged personnel document? about what to do in such situations, what can be restored and how, and what cannot be restored

Having completed the correction in accordance with all the rules, it is necessary to put next to it the inscription “Believe the corrected one”, as well as the signatures of the persons: those responsible for maintaining the journal and the one who issued the certificate (if this is the same person, of course, there will be only one signature).

How long to keep the magazine

In accordance with paragraph "g" of Art. 358 “List of standard management documents generated in the activities of organizations”, indicating storage periods, approved by the Federal Archive on 10/06/00, for journals of references and copies of documents, a storage period of 3 years (from the closing date) is established.

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

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

Employment history

This is the main document about a person’s work activity and length of service. In case of delay in issuance, the employer may be fined up to 50,000 rubles.

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

Personal medical record

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

2-NDFL

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

Salary certificate

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

SZV-M

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

Report form

Certificate of insurance experience

Here you must indicate information about calculated, withheld and transferred additional insurance contributions for the funded part of the labor pension. This obligation is established Federal law dated April 30, 2008 No. 56-FZ.

Personalized data about the insured

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

Other documents

What documents are needed when dismissing an employee in each specific case is decided by the employee himself (with the exception of those that are required to be issued - all of which are listed above). For example, former employee may want to have all copies of regulations related to his official activities:

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

If the employee requested all of these instructions and instructions in writing prior to the date of his departure, these copies must be issued on the last day of service. If the person requests them after leaving, HR has three days to prepare the necessary copies.

The transfer of cases

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

• design ;
• transfer the cases that were in his work.

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

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

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