The act of acceptance of work books sample. Acceptance act - transfer of work books and inserts in them

The act of transferring the work book - indispensable document. Accounting and safety of documents lie with the employer. This is enshrined in law. What is indicated in the act of acceptance and transfer of the work book?

If the matter concerns the personnel service, an act of transfer of work books must be drawn up. The document contains a list of forms strict accountability and inserts for them. The act of acceptance and transfer of the work book must indicate the responsible persons: the one who submits the documents and the one who receives them. The delivery process takes place in the presence of a special commission, the results are reflected in the act of acceptance and transfer of the work book to the employee.

Sample act of transfer of a work book

The legislator does not clearly indicate the need to draw up an act of transferring the work book within the enterprise. But, based on the expediency of the event, the manager has the right to issue a local document where to legitimize such a need. They may be an order or order for the personnel service. A commission is appointed to check the labor movement journals, verify the accuracy of the data and calculate the number of documents.

Based on the results of the check, an act of transferring the work book to the employee is drawn up, who is now responsible for the safety and accounting of the documents entrusted to him (according to the order).

The act of acceptance and transfer of the work book must be filled in in the presence of the commission. It should include:

The transferor of documents is a personnel officer or other responsible person.
Accepting forms of strict reporting.
Organizational legal advisor.
Deputy Head (one of them).
Head of Human Resources (if there is a separate division).

Upon completion of filling out the sample act of transfer of the work book, all members of the commission certify the document with a personal signature, confirming the relevance of the specified data.

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Despite the fact that the legislator allows drawing up an act of transferring a work book in free form, it is necessary to indicate in it as much information as possible about the transferred documentation. It is convenient to organize the data in a tabular form, indicating the following items:

The act of acceptance and transfer of the work book to the employee must contain a serial number.
FULL NAME. each employee whose work book is stored and will be transferred to the responsible person - the position of the employee must be indicated.
The book number, series, availability and numbers of inserts must be indicated in the act of acceptance and transfer of the work book to the employee
The date when the book was entered (if new) or received for storage in the personnel service (when hiring).
Notes - it is necessary to reflect the data characterizing the state of the work book. For example, that it is dilapidated or was unclaimed when an employee was dismissed.

How to transfer a work book to an employee using an act?

By law, all work books are stored in the personnel department and must be handed over to the employee at the time of his dismissal or transfer to another enterprise. The employer can protect himself from claims to the employee about the non-issuance of the book by drawing up an act of transferring the work book. The document (drawn up in any form) reflects:

Information about the time worked before dismissal (14 days).
The date the book was handed over.
Data that the employee has no claims.
Employee's signature.

The act of transferring the work book to the employee is stored in the archive along with the order for dismissal and other documents on the personnel service.

If an employee moves to another company and data labor Relations are drawn up by translation - between two managers, an act of acceptance and transfer of the work book can be signed. The document reflects information that the strict accountability form is transferred for storage from the old employer to the new one.

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Proper management and accounting personnel documents– a guarantee that the employer not only respects the rights of employees, but also will not become the object of legal proceedings in the future. Therefore, it is so important to draw up a deed of transfer work books if necessary - the dismissal of a personnel worker, a change of ownership or a scheduled inspection.

The article describes in detail the procedure for compiling and the form of such a document, the circumstances that imply the need for its execution. Special attention is given to the work of the commission and the duties of authorized persons of the enterprise to comply with the procedure for the acceptance and transfer of work books and their storage in the organization within the prescribed period.

One of the most important personnel documents is a work book. Since it form of strict accountability, control over its filling and preservation is extremely high. To carry out these activities, the head appoints a separate employee.

In the event that the employee who is charged with this duty personnel task, cannot fulfill his duties (upon dismissal or due to illness), then it becomes necessary to issue an act of acceptance and transfer of the indicated personnel documents to a new employee.

How to write a document

To empower a new employee, an act is drawn up at the enterprise. The creation of this document allows you to legally transfer cases to a new employee, additionally evaluating the quality of work of the previous personnel officer. The act is prepared by a special commission consisting of employees of the required qualifications. Composition - at least two people. For the approval of the commission, an appropriate order is issued, which is endorsed by the head personally.

The order contains the following information:

rules for the formation of the commission, its numerical and personal composition;
rules for collecting information, reflecting the results of the commission's work.

The commission must check the correctness of filling out work books, maintaining journals and accounting books. Only after the verification, the cases are transferred to a new employee.

As the act of acceptance-transfer does not have unified form , organizations have the right to develop it at their discretion. It is advisable to fix the form in your accounting policy so that if a similar situation arises, you do not create the document again.

The document is preferably issued on the letterhead of the organization.

The requirements for the content of the act are the same for organizations of all forms of ownership. Be sure to include the following information:

details of the organization;
date and place of creation of the act;
FULL NAME. and positions of persons who participate in the process of acceptance and transfer;
list of members of the commission;
information about the test results.

If there is a lot of information, it is possible to compile several pages. All sheets are stitched with a harsh thread. On the reverse side, the fastener is stamped with the seal of the organization and the signature of an authorized person, as well as the current date and the number of sheets.

To give legal force to the document, it is important that each member of the commission leaves his signature on it. Upon completion of the work of the commission, the finished act is sent to the archive of the organization on demand.

An example of a competent drafting of an act

All information about work books, as a rule, is collected in a table.

The columns indicate:

FULL NAME. owner.
Series and document number.
Inserts available.
Notes.

The header says:

Organization details.
Date of creation.
Serial number.
Director approval visa.

Below the table is indicated total number documents included in it.

If blank forms are additionally transmitted, then a second table is compiled with their list and description.

The act ends with the confirming signatures of the members of the commission. The position of the employee and the transcript of the signature are written next to it.

Duties and responsibilities of the authorized person

Since work books contain information about the length of service of the employee, control over their completion has been increased. According to the norms of the current legislation, the employer bears full responsibility for them.

For competent accounting, the employer can entrust the case to an individual employee with the necessary qualifications.

His duties are fixed in job description. To empower this worker an order is issued.

The document is drawn up on the letterhead of the organization and contains the following information:

purpose of creation;
the position of the employee empowered;
the position of the employee who will perform the duties of the responsible person in his absence.

The order imposes on the person a list of duties:

competently maintain work books (hiring, dismissal, disciplinary sanctions, awards, correction of errors);
to carry out accounting in the income-account book of accounting forms and in the book of accounting;
be responsible for the safety of books.

Human resource management comes with a certain amount of responsibility. The employer has the right to appoint disciplinary action in case of errors. Such a situation is formalized by order. Depending on the degree of the mistake committed, the following penalties apply:

verbal remark;
reprimand with entry in a personal file;
dismissal;
compensation for material damage.

The employee has the right to appeal against a disciplinary sanction if he has reason to disagree with it. Disputes on appeal are resolved by the labor inspectorate or the court.

In some cases, in case of non-compliance with the job description, employee may face financial liability:

in case of untimely provision of the book to the employee (if this served as an obstacle when applying for new job in connection with which the employee received financial losses);
if the reason for dismissal was incorrectly filled out, which prevented the employee from getting a new job - in this case, the dismissed employee has the right to demand compensation for moral damage in court.

In extremely rare cases, there may be criminal liability:

if the employer has violated the rights of the employee by providing him with knowingly false information - in this case, the court will oblige the organization to pay a fine, or deprive executive powers for a period of two to five years;
entering false data into documents entails liability in the form of a fine, the appointment of correctional labor or imprisonment;
damage to documents, theft for mercenary purposes - penalties, or corrective labor.

The issues of the reliability of information in the work book and control over the maintenance of these personnel documents are discussed in the following informational video.

As you can see, in order to carry out the functions of maintaining work books, the employee is required to be extremely attentive. Therefore, continuous professional development in their field, careful briefing of the appointed person will prevent the occurrence of disputes between employees of the organization and management.

The article will deal with the act of acceptance and transfer of work books. What kind of document is this, what is its purpose, and how to draw it up correctly - further.

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Everyone who works has a work book. When a person is transferred to another organization, the document must be forwarded. For this, an act of acceptance and transfer is drawn up. How to issue it?

Basic information

Any turnover of documentation must be controlled. For this purpose, a specific type of document is transferred to a specific employee.

He is responsible for its maintenance and safety, transportation. The act of acceptance and transfer of work books is an important document.

There is no established form of the act. There are requirements for the preparation of the document. The act must indicate the full name of the organization, list the members of the commission and enter the date and place of its preparation.

For convenience, a tabular type of act is used, which consists of the following sections:

number in order;
list of employees and their personal data;
series and number of the work book;
date of receipt of the book in the organization (or its institution);
notes.

After entering all the information, the act is signed by the members of the commission who are present during the inventory of documents.

Also, the acceptance and transfer act must be signed by 2 personnel officers - the one who transfers and receives it. An employee whose work book is transferred within one enterprise does not sign the act.

The scheme of actions for the transfer of labor books under the act is as follows:

Creation of a special commission responsible for the implementation of the process and the transfer of documents.
Checking the correctness of filling out documents by the commission.
Checking by the commission of the missing documentation.
Drawing up an act of acceptance and transfer of labor books.

Upon dismissal

Upon dismissal of an employee who was responsible for maintaining documentation, it is accompanied by the transfer of work books and other documentation.

There is no legal obligation to carry out such a procedure. It happens that the personnel officer refuses to sign the act of acceptance and transfer upon dismissal.

The employer faces a problem - how to organize the transfer of documents. The ideal option is to hire a new personnel officer before the dismissal of the old one.

But this is not always possible. A new employee has the right to start work only after the dismissal of the previous employee.

The process of transferring documents upon dismissal includes the following stages - the creation of a commission, verification of documentation and drawing up a transfer act.

As soon as the commission is appointed and the documentation is checked, it is necessary to proceed with the execution of the act of acceptance and transfer. It is compiled in any form.

The document reflects the names of documents and cases, the period of time, the number and data on missing documents. Detected deficiencies must be displayed in the act.

If a new personnel officer is not accepted, an acceptance certificate is drawn up, according to which the dismissed personnel officer will hand over the documents without verification, for example, to the chief accountant.

The acceptance and transfer of work books is drawn up in a separate act. The act lists the available work books.

It also indicates - data on the owner, series and number of the document, the number of books and inserts. If the work book is issued to the employee, the act is not drawn up.

If he agrees with the dismissal, an application is written for the issuance of a work book. If the employee does not agree with the fact of dismissal and considers the decision of the authorities illegal, then a commission is created and an act is drawn up.

In case of reorganization in the form of accession

The reorganization of an enterprise is a long and complex process. The legislation puts forward many requirements, among which is the execution of a deed of transfer.

A takeover reorganization is a process in which one enterprise transfers its obligations to another and joins it in order to conduct common activities.

The reorganization process does not cancel the obligation to keep records and keep work books. The new employer must receive them under the act.

It is compiled after checking the books that are stored in the reorganized organization. It is issued in any form.

The document indicates - the data of the owner of the book, the series and number of the document, data on the absence of books or damage.

The act should record the fact of the transfer of book forms and inserts.

A prerequisite is to indicate information about the person who was involved in the preparation of the deed of transfer. Also include information about several witnesses who were present at the time of compilation.

When applying for a job

The employee is hired by order. Based on this document, employees of the personnel department also fill out a work book.

When hiring, the employee is required to present his work book to the employer. The personnel officer is obliged to fill out the document within a week after entering the position.

An employee of the personnel service is obliged to accept a work book under a special act. In it, indicate the date of acceptance of the book, from whom it is accepted.

Certify the act with your signature and seal. The seal can be of an organization or a personnel department. When hiring, an act is also drawn up by a specially appointed commission.

It may consist of employees of the organization, a leading person. If this personnel officer is registered for work, then he must be present during the inspection by the commission.

He must also accept all cases from the previous personnel officer.

It happens that when applying for a job, a new personnel officer discovers that the state of affairs of the previous employee is unimportant.

Errors in the content of documents, their execution or storage imposes additional responsibility on the new employee.

Therefore, it is necessary to check and adjust the record keeping system. This will eliminate questions about responsibility for the mistakes made by the previous personnel officer.

Thus, any movement of work books must be accompanied by an act of acceptance and transfer.

Sample and rules for drawing up an act of acceptance and transfer of work books

In accordance with labor law work book contains information about labor activity and work experience. While valid labor contract they must be kept by the employer. He does not have the right to delegate this obligation to an outsider by virtue of a direct indication of this in legal acts, namely in clause 45 of the Rules for maintaining and storing work books, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 (hereinafter referred to as the Rules). More detailed information on accounting for work books is given in the article "Sample filling out a work book record book - download".

Since work books are valuable documents, the person who is authorized to work with them is appointed by an appropriate order or order. authorized body. As such a person, as a rule, is a personnel worker. In cases where the responsible person changes, for example, resigns, he is obliged to transfer the work books entrusted to him to the newly appointed employee. At the same time, this must be done strictly according to the act of acceptance and transfer.

The legislation of the Russian Federation does not contain a developed sample of the act of acceptance and transfer of work books, therefore, such a document is drawn up by the employer in free form. But despite the arbitrary form, the act of transferring work books must include the following information:

details of the employing organization, such as name, location address and others;
date and place of drawing up the act;
positions and names of persons signing the document;
information about work books that are subject to transfer (as a rule, it is more convenient to display it in the form of a table).

How to draw up an act: download a sample

The act of acceptance and transfer of work books is issued in printed form, as a rule, in a single copy.

At the top of the sheet, you must indicate the name of the organization and the name of the document with a serial number. The line below indicates the date and place of the act. This is the so-called header of the document.

The most important part of the act is the list of transferred books. They can be listed as a list, but most often a table is drawn up, which includes the following columns:

Full name of the owners of work books.
Series and number of work books.
Notes, where, for example, the number of inserts to the work book can be indicated.

Be sure to indicate the total number of transferred work books.

Also, in the act of transferring work books, it is necessary to reflect the actual number of blank forms available to the employer, since the forms of work books in accordance with paragraph 41 of the Rules are also subject to accounting in the organization.

The final part of the document is the signatures of the persons who transmit and receive work books. You also need to indicate their positions and names.

You can download a sample of the act of transfer of work books from the link: Sample act of acceptance and transfer of work books and inserts to them.

When drawing up the act of transferring work books, it is necessary to comply with all formal requirements, such as indicating the date, place, positions and names of the employees signing the act. It is very important to check the compliance of the actual number of transferred documents with the data specified in the act, since the new employee will be responsible for the absence of a work book after signing the document.

Compiled for transfer to another employee of the personnel service, appointed by order of the head responsible for maintaining and storing forms. Documents in this case are transferred according to the act in accordance with the book of accounting for the movement of books. It indicates the list of documents to be transferred, and information about the presence of inserts is also entered. After that, the transfer takes place.

How is the act of acceptance and transfer of work books drawn up? You can see a sample here:

About writing off damaged forms

Forms and inserts damaged during filling out are subject to destruction with the preparation of an appropriate act. In order to write off damaged documents, the head must issue an order that would allow the creation of a commission to carry out the write-off. The formed commission is presented with damaged forms. An act is drawn up for writing off work books, see the sample filling below. It indicates the numbers of books, their number, the reasons for writing off. Then they are destroyed.

On refusal to receive a TC

On the day of dismissal, the employee is returned the book. If for some reason he refuses to pick it up, an act is drawn up. It is signed by an employee of the personnel department, as well as two witnesses to the refusal. It indicates the name of the employee, position, reason for dismissal, as well as the fact that he was asked to receive a document from the personnel department of the enterprise. It is advisable to indicate the reasons for refusal to receive and the date of compilation. It has great importance in the event of labor disputes.

If the citizen not only refuses to pick up the papers, but also did not appear at the enterprise on the day of dismissal, the employer must send him a notice with a request to appear in the personnel department, or give permission to send them by mail. In case of refusal, he has the right to draw up an act of refusal to receive a work book.

About failure to provide a work book

It is issued if a new employee has begun to fulfill his professional duties, worked for a week, but did not hand over the form for registration of working relations to the employer.