Marital status in the personal card t 2. Personal card of the employee: registration and mandatory information

Form T-2 personal employee card in 2018 - form, sample filling, unified, Word, required

Employee personal card T-2 - sample filling

An employee’s personal card in the T-2 form is a unified form of primary recording of information about the current and dismissed personnel of the enterprise.

It is a document consisting of eleven sections, of which the first, second, third and ninth (if the person has the appropriate rights) are filled out when applying for a job.

The remaining sections are filled in during the process labor activity employee by hand or printed on the basis of documents provided during employment and generated during the employee’s work.

Why do you need a personal employee card form T-2?

The law provides for two cases when a personal card is required:

• to familiarize yourself with the entries in the work book;
• and for recording those liable for military service.

Nowadays, when most processes are automated and executed in in electronic format, this document, it seems to us, is in principle unnecessary and is a rudiment personnel records management, diverting resources to fill it and store it, and it must be stored continuously while the person is working, and another plus 75 years after his dismissal.

At a minimum, the employee signs the card three times:

• for the accuracy of information when applying for a job;
• when reading the employment entry in the work book;
• upon dismissal.

Subsequently, if an employee is transferred to other positions and appropriate changes are made to his work book, the person each time signs on the card opposite the duplicate entry about this information.

Employee personal card - form T-2 sample filling

Point 1. Fill out the “header”

We enter the name of the organization and the eight-digit OKPO code.

We enter information into a table in which we indicate the date of completion, the employee’s personnel number, his Taxpayer Identification Number (if available) and SNILS, the type and nature of the work (as in the employment contract) and gender.

In the “Alphabet” cell the first letter of the employee’s last name is placed.

In the “Nature of work” cell, either permanent or temporary (if a fixed-term employment contract) is written.

Clause 2. General information

Enter the details employment contract.

We record the employee’s last name, first name, patronymic and other personal data, including OKATO and OKIN codes.

The OKATO code is a classifier on an administrative and territorial basis; Moscow has its own codes, St. Petersburg has its own, and Chelyabinsk has its own. You can find the code on the Internet.

The OKIN code is a classifier of information about the population. This classifier includes 293 sections, each of which contains a corresponding code.

Degree of knowledge foreign language, in this case English, an employee’s personal card may contain:

• reads and translates with a dictionary;
• reads and can explain himself;
• is fluent.

Filling in information about education

If a person has two higher educations or an employee has additionally received postgraduate professional education, the T-2 card has additional columns.

In paragraph 7 we indicate the profession that the employee received as a result of training in educational institution. If there are two or more professions, indicate the one for which the employee was hired.

We enter the length of service as of the date of filling out the personal card, i.e. at the time of admission. We take information from the work book.

Total length of service is the period of working activity that gives the right to an old-age pension.

Continuous length of service is a period of working activity that is taken into account when calculating benefits, including temporary disability.

The length of service that gives the right to a long service bonus is the time spent working in certain organizations and institutions and in certain positions, for example:

• in the apparatus of the Defense Council of the Russian Federation;
• in the Administration of the President of the Russian Federation;
• in the Judicial Department Supreme Court etc. ( full list see Section II of the Regulations approved by Order of the Ministry of Health and Social Development dated December 27, 2007 No. 808).

The T-2 card does not contain a section on insurance experience, so our example of filling out a T-2 employee’s personal card contains only a general seniority, information about which can be taken from the employee’s work book.

As the employee works in the organization, the employee’s length of service will naturally increase, therefore, in order not to cross out or use various proofreaders, initially write down information about the length of service in pencil, then, when the employee leaves, write it in with a pen.

In paragraph 9, we indicate his marital status and marital status: married or single (if single, it is better to indicate in pencil; if married, write in pen; if married, write in pen; if divorced, indicate the document on the basis of which the marriage was dissolved).

We indicate the OKIN code for the state of marriage:

• never been married;
• the marriage is registered;
• the marriage is not registered;
• widower or widow;
• officially divorced;
• separated (when unofficially).

The family consists of husbands, wives and children.

In principle, you can indicate parents and brothers and sisters, but this is at your discretion (spouses, by the way, are not close relatives, this relationship is inherent, not blood).

The date of registration at the place of residence can be found in the stamp in the passport.

A telephone number is necessary for communication: for example, an employee did not show up for work, you can call and find out what’s wrong with him. It is advisable to take a second telephone number from the employee for communication (from practice).

Clause 3. Information about military registration

Perhaps the most difficult section in this document is filled out based on:

• certificates of a citizen subject to conscription for military service (conscripts), or
• military ID (in reserve).

For those in reserve:

The first point for reserve officers is not filled out.

Military rank can be found in paragraph 5 of the reserve officer’s military ID.

The third item is filled in without abbreviation, for example, composition (profile) - command or soldiers.

In the fourth paragraph about the code designation VUS (military specialty), the full digital designation is entered, as written on the military ID, for example, 021102 or 113195A;

• A (suitable for military service);
• G (temporarily unfit for military service).

If there is no entry on the military ID about the fitness category, we set it to category A.

We copy the name of the military commissariat from the military ID.

The seventh paragraph must be completed if:

• there is a mobilization order (insert on last sheet cover) or a stamp on the issuance and withdrawal of a mobilization order;
• the employee is reserved for the organization for the period of mobilization and during wartime.

The eighth paragraph is filled out on the basis of a certificate from the military registration and enlistment office about deregistration.

For conscripts:

The first, third, fourth and seventh points are not filled in.

In the second paragraph it is necessary to write that the employee is subject to conscription.

The fifth paragraph indicates information from the registration:

• A (fit for military service);
• B (fit for military service with minor restrictions);
• B (limitedly fit for military service);
• G (temporarily unfit for military service);
• D (not fit for military service).

In all other respects, the filling proceeds as for workers in reserve.

After filling out this section, the HR employee and new employee signed: the first - for entering information into the employee’s personal card, the second - for the accuracy of the information provided.

Clause 4. Hiring and transfers

This section is filled out on the basis of an employment contract and an employment order.

All wording and numbers must be taken from the employment documents.

The employee must sign in the sixth column.

In general, an employee needs to sign every time he is transferred to another job, moved to another position, etc., that is, always when a new entry is made in his work book.

Let's assume that our employee will soon be promoted. In this case, the third section of T-2 will look like this.

The registration period is one week.

Information about temporary transfers and salary changes is not included.

Clause 5. Certification

If certification was carried out, the decision of the certification commission and the details of the order in which the decision of the certification commission was approved by the decision of the employer are recorded here.

Our employee just got a job, so this field will be clean for him for now.

Item 6. Professional development, training and awards

These sections are filled out similarly to the “Certification” section: if an employer sends someone somewhere (to improve their qualifications, for retraining) or declares gratitude, all this must be entered into the appropriate section of the T-2 card.

If the employer does not organize anything and does not send anyone anywhere, these sections remain blank.

If an employee himself, so to speak, proactively learns something new and brings a certificate or diploma, information about the training completed will need to be entered.

Clause 7. Vacations

Information about all vacations is entered here:

• annual;
• educational;
• without saving wages;
• additional paid, etc.

It all looks something like this:

Information about replacing part of the vacation with monetary compensation is also entered here.

If an employee has been working at the company for a long time and goes on vacation periodically, sooner or later the columns in this section will end. In this case, it is necessary to make an additional sheet in which the table of this section will be duplicated. The sheet must be pasted into the T-2 card.

In practice, there are situations when the date the employee returns from vacation does not coincide with the date specified in the order (due to illness or recall from vacation).

In this case, you need to carefully cross out the incorrect entry (but this must be done in such a way that the old entry is readable!) and enter a new, correct one.

In the margins of T-2, you must write “Believe the corrected”, indicate the details of the document in connection with which the deadlines were shifted, the signature, transcript and position of the HR specialist who recorded the changes.

Clause 8. Social benefits and additional information

These sections are filled out on the basis of documents confirming the rights of employees to the relevant benefits and with reference to the regulatory documents that establish these benefits.

Don’t be afraid: if a person is on benefits, he will bring it himself Required documents, in which everything will be written, and if it does not belong to this category, then there is no need to fill out these sections.

Clause 9. Dismissal of an employee

This includes information from the order to terminate the employment contract in the same wording as specified in the dismissal order.

And finally, the personnel specialist and the now former employee sign the T-2.

Storage of T-2 cards

Personal cards are stored in special nomenclature folders, separate from personal files and employment orders (although it would be more logical to store them together).

Cards must be stored in such a way that no one else can get them and read them (ensuring the security of personal data of employees).

T-2 of current and retired personnel are stored separately from each other.

There are no other requirements for storing cards.

Completed form T-2

Form T-2

Source: https://clubtk.ru/forms/dokumentooborot/lichnaya-kartochka-rabotnika-t2

Form T-2. Employee's personal card. Form and sample 2018

Personal cards of employees are used by institutions for the purpose of full accounting personnel. The law obliges managers to take care of creating such a card for each employee. The form for these documents is the T-2 form. It was approved and unified by Resolution No. 1 of the State Statistics Committee of the Russian Federation and has retained its original structure since January 2004.

Sample and blank form of an employee’s personal card

FILES
Download sample filling employee personal card in form T-2 .xlsDownload blank form forms T-2 .xls

How the form is structured. Key Features

Personal cards of employees are the necessary basis for creating a card index of all employees of the institution. They are stored in a file cabinet in alphabetical order. If there are many employees in an institution, then the documents can be structured by department. There are no clear legal requirements for filing a file cabinet. All that is needed is for each employee to have a personal card in the T-2 form.

Form T-2 consists of 4 pages. The information in it is divided into 11 thematic blocks. The card must be filled out by a person from the personnel service, and if this is impossible for some reason, by the head of the institution.

Form T-2 has several important features:

• Pages 1 and 2 are filled out at the time a person is hired for a position, and 3 and 4 - during the process of his work;(the images below and the sample itself are designed specifically for the document that you create when an employee joins you;
• the card is created based on a number of documents presented by the employee himself;
• for simpler and more convenient filling, the use of computer programs is allowed;
• issuance of a T-2 card by the employee himself is not allowed.

Important! Only entrepreneurs are exempt from the obligation to create personal cards. But even they often keep cards at will to use them in management work.

General information about filling out the card

The legislation does not establish clear deadlines for creating a T-2 card. The best option– create it at the time a person is hired for a position, but you can wait a while. The main thing is that the note in the work book about hiring for the position is duplicated on the card.

To successfully create a T-2 card, a number of papers are required:

• employment contract;
• an order issued by the employer;
• passport;
• work book (or other way of confirming work experience);
• certificate of pension insurance;
• diploma or other evidence of education, qualifications, special knowledge;
• for persons who may be drafted into the army - military registration documents;
• autobiography (optional - the employee can provide information orally).

Important! The specifics of the job for which a person is hired sometimes necessitates the provision of additional documents. The employer is obliged to request them so that the information on the T-2 card is complete.

To fill out section 2, which contains information about military registration, you will need the following documents:

• for people in the reserve - a temporary certificate or a full-fledged military ID;
• for people who may be drafted - confirmation that the person is subject to draft.

Filling. Detailed example

Form T-2 is a fairly large document, so we will look at filling it out separately for each of the 11 subsections. To better understand the structure of the map and find out what subsections there are, download a free sample. This document in *.xls format does not contain errors and can be safely used both for informational purposes and for direct work HR services.

How to fill out the header of an employee’s personal card

The header contains OKUD and OKPO codes. In this case, OKUD is the code of the card itself, and OKPO is the code of the institution, based on statistical data. In addition, you must enter the full name of the institution (abbreviations are not allowed). After the name you need to put a comma and write the address (preferably actual, not legal). This is at your discretion; we did not indicate it in the example.

The date is entered in the format DD.MM.YYYY (for example, 08/01/2016).
Personnel Number- This serial number assigned to an employee in an institution.
TIN it is not necessary to enter. A person is not required to provide it when applying for employment, so the field can be left blank.
SNILS(insurance number) is required.

A person must provide it in connection with Part 1 of Article 65 of the Labor Code of the Russian Federation. If this is his debut employment, then in connection with Part 4 of the same article, SNILS must be issued by the employer.
"Alphabet"– this is a field for entering the initial letter of the employee’s last name. The nature of the work is entered based on the employer’s order. It can be permanent or temporary.

Floor You can indicate it with the letter M/F, or you can write the whole word.

Important! The type of work indicated in T-2 can only be one - the main one. If a person works part-time, then a card will not be created for him, because he has one at his main job.

Filling out the T-2 form by section

Section 1. General information

This section must be filled out with information from the employee's passport. Information must be entered legibly, without abbreviating anything. There are features that must be taken into account when filling out:

The date of birth is entered in its entirety (for example, May 23, 1982), and in the “Code” field it is duplicated in the format DD.MM.YY (05/23/82). The place of birth entry cannot be longer than 100 characters. Use geographical abbreviations (city, region, village, etc.)

) is possible, but words such as village, village, kishlak, aul must be written in their entirety. If you have dual citizenship, you must indicate the name of the country of which the employee is a citizen. The name of the educational institution that the employee graduated from can be abbreviated without compromising the meaning.

The length of service must be calculated on the basis of paragraph 61 of the Instructions, which was approved by Resolution No. 192p of the Pension Fund Board.

The full names of family members are entered in full, without abbreviations.

If the registration and place of actual residence are identical, then the address does not need to be duplicated. The second column is simply not filled in.

The most difficult point in section 1 is encoding. Errors in them are unacceptable:

OKATO- code settlement, approved by Resolution No. 413 of the State Standard of the Russian Federation;
OKIN– employee citizenship code (RF citizenship – 1, dual – 2, foreigner – 3, no citizenship – 4);
OKSO– code of the profession or specialty acquired by the employee in the process of education;
OKPDTR– another form of specialty code.

Important! The HR employee has access to all encodings. He cannot demand these codes from the person for whom the card is created.

Section 2. Information on military registration

Military records are used to complete this section. There should be no difficulties when filling out, because the requirements of the T-2 card are extremely clear. However, there are several important features:

Item 1 does not need to be completed if the person applying for the job is a reserve officer. Point 3 is filled in without any abbreviations. Point 7 may change, so fill it out in pencil. Section 2 must be reviewed and signed by the HR Inspector. In addition to the signature, its transcript and the position of the inspector must be indicated.

The employee must also sign this section.

Section 3. Hiring. Translations

The employee’s length of service completely depends on this section, so mistakes are unacceptable. The main document to fill out is the manager’s order. All information indicated in section 3 must be duplicated in the workbook. The employee must sign all entries in the section.

Section 4. Certification

The main point of this section is “Decision of the Commission”. This column should contain official wording, such as “suitable for the position held.” In case of discrepancy, “does not comply” is written, and if recertification is necessary, this is indicated in the decision of the special commission.

The dates of certification and creation of the protocol are recorded in the format DD.MM.YYYY. The basis for filling out this section is the document issued to the person at the time of certification.

Sections 5-6. Training. Professional retraining

These sections are filled out according to the documents of the person applying for a job, or according to information from the personnel training department. There are no particular difficulties in filling them out. Dates must be specified in the format DD.MM.YYYY. Completing all sections is mandatory (except in cases where there is nothing to write - for example, in the absence of qualifications or retraining).

Section 7. Awards

This section includes any types of incentives that the employee received during his working life. The grounds are Article 191 of the Labor Code of the Russian Federation and local acts. In addition to notes on awards and honorary titles, they need to be listed. Abbreviations are acceptable if they do not entail a loss of meaning.

Section 8. Vacation

This section provides information about each leave received by the employee:

• regular annual leave;
• leave without pay;
• leave to care for a child.

It is necessary to indicate the type of leave, its time frame, duration and reasons for granting. If the vacation was used in parts, the working year is still calculated in full.

Important! If the employee works in an institution for a long time, then the vacation section will overflow. After this, an “Addendum to the employee’s personal card” is created. This addition should have a header similar to the header of the main document, as well as a tabular part of the missing section.

Section 9. Social benefits

This section includes all information about the benefits provided to the employee in accordance with the legislation of the Russian Federation.

Section 10. Additional information

You don't have to write anything at all in this section. The only basis for filling it out is the desire of the employer. This may contain information about the employee’s studies, attendance at certain courses, disability group, etc.

Section 11. Termination of an employment contract

The features of filling out this section are the same as those of section 3. The only difference is that the signature must be signed not only by the employee, but also by the HR inspector. The date of dismissal is considered the day when the employee last time actually did his job.

Common mistakes when filling out the T-2 form

It happens that HR employees make mistakes in an employee’s personal card. This does not have any special consequences, and it does not harm the employee himself. But if there are a lot of errors, then during an external audit the HR department may be fined for poor quality work.

The main mistakes that occur most often:

Using special characters

Slash (/) , colon (:) , equal sign (=) and other special characters cannot be used in the T-2 form. They are especially strictly prohibited in the coding zone.
Inaccurate filling.

Text may extend beyond the intended margins if necessary. But he should not go into the coding zone.

If there is at least one letter in this zone, the card will formally be considered damaged and will need to be rewritten.

Dashes

This common mistake is because in many other documents, dashes are acceptable or even required. They should not be in the T-2 form. If there is nothing to write in the column, then it should be left completely empty.

Filling out a form on a computer

The initial filling out of T-2 (upon hiring) can be done on a computer or manually. But records made during the employee’s work must be done strictly by hand! The employee must be familiarized with these records against receipt.

Important! A damaged card (see error 2) can only be rewritten upon initial completion. If the document was damaged during subsequent entries, it cannot be rewritten or reprinted.

We hope this material helped you obtain a personal employee card. Don't forget to save the page as in social networks- it will come in handy!

Source: https://assistentus.ru/forma/t-2-lichnaya-kartochka-rabotnika/

Employee personal card in form T-2: instructions for filling out

HR officers, when registering a new employee, maintain documentation required by law. Among the papers that are not always required to be maintained, but have received widespread practical use, – employee’s personal card in T-2 form. Let's look at the instructions for filling out the card. You can also download the required form and sample T-2 form.

What is a personal card used for?

The applicant was interviewed, hired, an acceptance order was issued, and now he needs to go through the employment procedure. To do this, he needs to submit a set package of documents containing a lot of heterogeneous information.

To systematize this information for further accounting, the data is recorded on specially designed cards. Thus, information about all employees of the enterprise forms a file cabinet convenient for complete accounting.

Goskomstat Russian Federation developed and approved in Resolution No. 1 of January 5, 2004 “On approval of unified forms of primary accounting documentation for labor accounting and payment”, a form for filling out a personal card, called T-2.

On such a form it is convenient to reflect all significant information about the employee. If the enterprise considers it necessary, it can develop its own personnel data register on its basis.

Attention! An employee personal card is used for employees holding any position, both full-time and part-time. It is convenient to arrange personal cards in alphabetical order or distribute them by structural divisions.

The above-mentioned Resolution in paragraph 2 regulates the mandatory maintenance of a personal card for each employee in all organizations. So at enterprises it is impossible to maintain an employee’s personal file without issuing personal cards.

Concerning individual entrepreneurs, for them, keeping records on personal cards is not necessary, but they also have the right to use the T-2 form.

Is it acceptable to maintain a personal card in electronic form?

Most document flow today is transferred from paper form into electronic format, this reduces the likelihood of errors, relieves the workers responsible for this and reduces the number of errors. But not all documents can move from paper to exclusively digital form.

A personal card, in addition to entering into it certain data that allows existence in digitized form, provides for a mandatory visa for the employee in cases of making changes to the work book or issuing orders regarding:

• bonuses;
• disciplinary action;
• going on vacation;
• internal translation;
• dismissals.

Any new entry in the work record or order issued regarding the employee must be reflected in the personal card. The employee must be familiarized with the changes made, which is confirmed by his signature.

It should be located:

• on page 2 of form T-2 - evidence of the correctness of the recorded information;
• on page 3 – confirmation of employment and transfers (if any);
• on page 4 – recording information about dismissal.

Attention! You cannot maintain personal cards exclusively via computer. However, for ease of use, you can duplicate a certain amount of data from the T-2 form, which does not require personal approval.

The starting documents for filling out this register are the documents from the package submitted upon employment. Some papers with the information necessary for T-2 can be prepared directly at the organization.

The employee filling out the personal card will need the following employee documents:

• the employment contract is the main document reflected in the card; it is also the basis for registration
• employee identification card (passport);
• SNILS;
• TIN – not required to be presented when applying for a job (if this is the first job, the TIN will be issued by the employer);
• certificate of education (diploma, certificate);
• military ID;
• a questionnaire containing data on marital status, if the employee filled it out during registration (if there is no questionnaire, copies of a marriage certificate, birth certificate, etc.);
• work book when applying for the main place of work;
• certificate of length of service from the main place of work - for part-time employment.

For your information! If necessary Additional Information, it can be entered into a personal card according to the employee.

Download a personal card form in T-2 form for free in Word format.

Download a free personal card form T-2 in Excel format.

Download an example of filling out a personal card in Pdf format.

Employee’s personal card (form T-2): sample completion for 2018

The responsibility for creating, making entries and storing personal cards rests with a specially authorized responsible employee of the personnel or legal department.

T-2 forms in organizations are strict reporting documents and must be preserved for 75 years. When stored, they are separated from personal files.

The form contains 11 sections located on 4 pages. The first two pages must be filled out directly upon employment. The remaining sheets must be filled out during the work process.

Important nuances of issuing a personal card

To avoid mistakes in designing and maintaining a personal card, you should adhere to following rules, approved by the relevant regulations.

1. You can fill out the form by hand (blue or black ink) or print it using a computer.
2. Section 2 of the personal card must be filled out exclusively by hand.
3. Blots, corrections and illegible handwriting are not allowed.
4. Reconciliation of military commissariats with military registration documents is noted with a simple pencil.
5. It is more convenient to keep the card on cardboard rather than on plain paper, in order to avoid rapid wear.

Rules and sample for filling out the T-2 form

Before moving on to entering information into the main sections, you must fill out the header of the form. You must enter the full name of the organization and its OKPO code.

Then fill out the table:

• date of issue of the personal card (written in numbers in the format “day – month – year”);
• employee personnel number (no more than 6 characters) – assigned to each new employee and does not change during internal movements;
• TIN number;
• SNILS number;
• in the “Alphabet” column you need to enter the initial letter of the employee’s last name (this is necessary for more convenient placement in the general file cabinet);
• permanent or temporary nature of the work;
• main job or part-time job;
• gender of the employee (letter “M” or “F”).

General information

The first section begins with the number and date of conclusion of the employment contract - these numbers are entered in the boxes provided for them in the upper right corner of the document.

Column 1. The employee’s full name is written without abbreviations, as in the passport.

Column 2. The date of birth is written in words, and on the side it is given in numbers.

Column 3. Place of birth is indicated as in the passport; the code according to the OKATO directory is given in the box. The entry must not be longer than 100 characters. The words “district”, “region”, “village”, “station” can be abbreviated, but “village” and “stanitsa” cannot be abbreviated.

Column 4. Citizenship (do not abbreviate) and OKIN code:

• for citizens of the Russian Federation – 1;
• double – 2;
• another country – 3;
• stateless – 4.

Column 5. Information about the level of proficiency in a foreign language: you need to indicate the language with words and a code number and the sufficiency of its mastery according to the accepted hierarchy:

• “I read and translate with a dictionary” – number 1 in the code box;
• “I read and can explain myself” – code 2;
• “I am fluent” – number 3.

Column 6. To leave information about the education received, you must write down all educational institutions completed, indicate the qualification obtained with the OKSO code and details of the diplomas received.

Important! If the education at the educational institution was not completed, then the last complete education received is written. If your studies are ongoing at the time of work (for example, by correspondence at a university), you must indicate the course of study or the number of courses taken.

Column 7. The name of the profession for which the employee is employed in this organization is entered here (formulation according to the staffing table), and its code according to OKPDTR. You can indicate an additional profession if it may be important.

Column 8. Experience (according to the work book) is indicated on the date of employment, accurate to the day, broken down into total and continuous.

Columns 9-10. Marital status and close relatives of the employee (spouse, parents and/or children, siblings), OKIN code:

• was not married (was not married) – code 1;
• in marriage – code number 2;
• in a civil marriage - number 3;
• widow or widower – 4;
• divorced – 5.

Column 11. Passport data is written out from the document.

Column 12. Registration and actual place of residence are formulated according to the same rules as Column 3. You also need the contact telephone number of the employee himself and his immediate relatives.

Section on military registration

Completing this section is relevant only for those liable for military service, mainly male employees.

Information is entered on the basis of a military ID or document that was issued in place of the lost one. It is possible to have a certificate of a reserve military personnel or subject to conscription.

Attention! After filling out both sections, the personnel officer and the employee must double-check the information entered and confirm it with their signatures.

The table below must be filled in in all columns, words should be written without abbreviations:

• date of employment or transfer in normal format;
• the structural unit where the employee will work;
• position (according to the staffing table);
• salary and bonus (in numbers, in rubles);
• number and date of the hiring (transfer) order;
• personal visa of the employee (signature).

Certification

All items in the table must also be filled out; you must indicate:

• the date when the certification took place;
• its result;
• number and date of the corresponding protocol;
• No. of the decision of the certification commission.

Training

If an employee underwent special training while working, this should be reflected in this section, indicating:

• period (from… – to…);
• type of training completed (courses, training, etc.);
• educational institution where the training took place;
• information about the received confirmation document;
• information about the order by which the employee was sent to improve his qualifications.

Professional retraining

Sometimes employers retrain the employee they need at their own expense, giving him additional qualifications.

The following information is entered in tabular form:

• about the period of retraining (dates);
• about the profession acquired by the employee;
• number and date of issue of the passage document;
• number of the order for referral for retraining.

Promotions and awards

List how the employee was noted at various levels (local, ministries and departments, state): note the type of award (certificate, valuable gift, cash bonus, etc.) and indicate the number of the corresponding order.

Vacation

Information is entered on the basis of leave orders for the enterprise regarding all its types:

• Annual paid leave.
• Additional vacation.
• For child care.
• For pregnancy and childbirth.
• Student leave.
• As well as leave granted to the employee and at his own expense.

Important! First, the date of going on vacation is entered, and the end date is added only upon the employee’s return to work. You cannot enter the planned release date, since it is possible that the employee will be recalled from vacation or the vacation may be extended.

The benefits received by the employee and their reasons are listed with reference to the supporting document and regulations.

additional information

This includes information that was not previously specified, but may be important for the employer, for example, the ability and right to drive a car, information about passing distance learning, presence of disability, etc.

Grounds for termination of an employment contract

This section is completed upon final farewell to the employee. The information is entered in the same wording as it is recorded in the work book and the order for the dismissal of an employee drawn up in the T-8 form.

What is included in this section of the card:

• the reason for the employee's dismissal;
• number and date of the dismissal order;
• The date the employee left the company.

After filling out this section, a reconciliation between the personnel officer and the resigning person themselves, confirmed by their signatures, is again necessary.

Attention! The employee's closed personal card is signed by the resigning employee with full transcript position being left, the person filling out the card also signs.

Employee personal card (form T-2)– information document about the new employee. When hiring an employee, he must fill out a personal card according to the unified T-2 form. The personnel document is required to be filled out; it contains all the necessary information about the employee’s biography and data, as well as about his work activity. In this article you will learn how to fill out an employee’s personal card using an example. Below you will find a completed sample card, where you can also download the T-2 form.

The document consists of 4 sections, some sections need to be filled out at the very beginning of the employee’s career, others are supplemented during the work process.

Employee personal card (Form T-2). Sample filling

Filling out section No. 1 of the employee’s personal card (form T-2)

Here you fill in general information about the employee. To fill it out, you need to take documents from the employee such as a passport, birth certificate, education documents, employment contract (or).

When filling out this section, you must not forget to indicate the codes in paragraphs 3-6. The codes are taken from the corresponding classifiers.

In paragraph 3 - OKATO code of the locality in which you were born.

Point 4 indicates the OKIN code for your citizenship: “1” – if you have Russian citizenship, “2” – if you have two citizenships, 3 – if you have none at all.

In paragraph 5, the OKIN code is indicated for the level of knowledge of the foreign language you specified: code “1” corresponds to the fact that you are able to read and translate with a dictionary, “2” – you read and can communicate in this language, “3” – you are fluent.

In paragraph 6, OKIN code for your level of education: 4 grades (primary general) - “02”, 9 grades (basic general) - “03”, 11 grades (secondary general) - “07”, school (primary vocational) - “ 10", technical school (higher professional) - "11", 3 years of university (incomplete higher education) - "15", higher - "18", postgraduate - "19".

Information about education is taken from the educational document (certificate, diploma, etc.).

Sample of filling out items 1-6 in an employee’s personal card

Work experience - for this item, information is taken from the work book provided by the employee.

For your marital status (clause 9), you also need to indicate the appropriate OKIN code: “1” – single/unmarried, “2” – registered marriage, “3” – unregistered marriage, “4” – widow/widower, “5” " - divorced, "6" - separated.

Then there is standard information about the employee’s passport, place of residence and date of registration at the address of residence. The employee’s personal card in the first section ends with the employee’s contact phone number.

An example of designing a personal employee card, paragraphs 7-12

Filling out section No. 2 of the employee’s personal card

The section is filled out for men, information is taken from the military ID. For men who have not yet served and are subject to conscription, you need to fill out:

• paragraph 2 – the phrase “subject to conscription” is written;
• point 5 suitability category – “A” – suitable, “B” – suitable with minor restrictions, “C” – limitedly suitable, “D” – temporarily unsuitable, “D” – unsuitable.
• paragraph 8 - for men who have reached 50 years of age, the mark “removed from military registration due to age” is placed here; the phrase “removed from military registration due to health reasons” may also be indicated.

The remaining items in this section are not completed for this category of citizens. For men in reserve, all items must be filled out. All information is taken from the military ID.

An example of the design of section No. 2 of an employee’s personal card

Filling out section No. 3 of the employee’s personal card T-2

Here we indicate what position the employee was hired for, with what salary and on the basis of what hiring order. Here the employee must sign.

In the future, during the course of work, this section can be supplemented with information about the employee’s movements within the organization: from one position to another, from one department to another.

Sample of filling out section No. 3 of an employee’s personal card

Sections No. 4-7 of the employee’s personal card are filled out during the work process. Section No. 8 reflects information about leave, which indicates the type of leave, its duration, and the period of work for which it was granted. The basis is indicated.

The last section is filled in when an employee is dismissed; the date and reason for dismissal, number and date are written here.

The personnel service employee fills out the personal card, he puts his signature at the end of the form, and the employee himself also signs this document after reviewing it.

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The unified form T2 “Employee Personal Card” reflects complete information about the employee and his work activity. Taking into account the government's plans to transfer personnel document flow to digital electronic form, the T2 form card becomes the main source of information about the employee, which must be entered into the database.

From the article you will learn:

Which organizations should maintain T2 form

Filling out the T2 form is mandatory for all organizations, regardless of their organizational and legal form (in accordance with clause 2 of the Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1 and 12, 41 of the Rules approved by the Decree of the Government of the Russian Federation of April 16, 2003 No. 225, hereinafter referred to as the Rules).

Form T2 personal card is filled out on the first working day of a new employee, after the employment contract has already been signed with him. Later, all current changes and information about work activities are entered into it and all entries that are entered into the work book are duplicated. The card is closed on the day the employee is dismissed, simultaneously with the issuance of the work book. The last entry in it is that the book was received in person, certified by the signature of the resigned employee.

If an employee who was previously dismissed from the organization is rehired, a new personal card of form T2 is issued for him, since the previous document was closed with a record that the employment contract with him was terminated. Form T2 form download you can on our electronic portal.

If the T2 personal card form was completed before January 1, 2003, its storage period is 75 years, if later, it should be stored for 50 years. Personal cards of government employees are kept for 75 years, regardless of when they were closed.

If the unified T2 form is maintained at the enterprise in electronic form, it still needs to be printed, since the data entered into it is personnel must be confirmed by the employee’s signature. The type of paper personal cards are printed on (regular or heavyweight) does not matter, but can be determined local act. For example, the Instructions for Personnel Administration.

The unified T2 form is designed in such a way that it contains all possible information about the employee and his work activity. If personal cards at an enterprise are kept on paper, the information that is entered in them can easily be digitized and transferred to any database and to any automated system personnel records. This is especially relevant in connection with the planned digitalization personnel document flow, introduction of electronic work books and contracts.

Personal card form T2 you can download the form .

What information does the personal card form T2 contain?

When applying for employment, form T2, the employee’s personal card, the form is filled out on the basis of the documents that the employee must present when signing employment contract(in accordance with the Labor Code of the Russian Federation):

• work book;
• passport;
• military ID (for those liable for military service);
• document on education;
• certificates of state pension insurance (SNILS);
• certificates of registration in tax office(TIN);
• other documents (medical record, driver’s license, confirmation of advanced training, certificate of state awards received, disability certificate, etc.).

In addition, the T2 form card must contain information that is entered according to the employee:

• his contact phone numbers and address Email;
• information about the composition of the family and the dates of birth of its members;
• level of foreign language proficiency, etc.

Structure of the unified form T2

Form T2 personal employee card form consists of eleven sections:

1. General information.
2. Information about military registration.
3. Hiring and transfers to other jobs.
4. Certification.
5. Training.
6. Professional retraining.
7. Awards (incentives) and honorary titles.
8. Vacation.
9. Social benefits to which an employee is entitled in accordance with the law.
10. Additional information.
11. Grounds for termination of an employment contract (dismissal).

Non-budgetary enterprises have the right to independently develop the T2 form and include only some of the specified sections in it.

The T2 employee personal card form consists of four pages. A sample is presented below.

Sample of filling out the T2 personal card form

To fill out the unified T2 form, you will need information classifiers: OKIN, OKSO, OKPDTR and OKATO. The encoding of the entered information about the enterprise and employee is carried out strictly in accordance with them. The issuance of a personal card is regulated by the Rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225.

The header of the document indicates the name of the enterprise, its OKUD and OKPO code.

The header part of the T2 form is a table, the columns of which indicate:

1. a unique personnel number of the employee, which is assigned to him upon employment and does not change throughout his entire career in the organization;
2. taxpayer identification number (TIN), in the absence of which the cell should be left blank;
3. number of the pension insurance fund certificate, which the employer, in the absence of this document, must issue to the employee independently;
4. the letter with which the new employee's last name begins;
5. an employee is hired on a permanent or temporary basis;
6. will it workplace for him the main job or will he work part-time;
7. employee's gender.

Form T2, a sample of filling out the header part is presented below.

The Rules clearly and in detail explain how to correctly fill out the T2 form. We will draw your attention to some nuances that should be considered when entering data in those sections, the completion of which raises the most questions.

Section “General Information” of Form T2

When entering information about the employee’s last name, first name and patronymic in paragraph 1, try to leave enough space so that if the employee changes her last name, new personal data can be entered. In paragraph 2, the month of birth is indicated in letters, and the date and year of birth are written in numbers. In the cell for the code, the date of birth is written in the format DD.MM.YYYY.

When filling out paragraphs 4, 5 and 6 of the “General Information” section of the T2 form, OKIN encoding is used. Therefore, in paragraph 4, enter the code:

• 1, if the employee is a citizen of Russia;
• 2, if he has dual citizenship and one of them is Russian;
• 3, if the new employee is citizen of a foreign country;
• 4, if he does not have any citizenship.

In paragraph 5 you need to indicate the degree of proficiency in foreign languages, use the codes:

• 1, if the employee reads and translates using a dictionary;
• 2, if he can read and express himself freely;
• 3, if he is fluent in a foreign language.

Point 6 contains information about education and in this case, OKIN codes are used depending on when the education was received - before or after September 1, 2013. To fill out information about the profession in section I of the unified T2 form, use the OKPDTR codifier.

When entering information about length of service in paragraph 8, it should be taken into account that the concept of “continuous work experience” is no longer used, so in this cell you will need to indicate the employee’s total insurance experience.

When you fill out paragraph 10, which lists your family composition, please note that you need to indicate your closest relatives, which include:

• wife or husband;
• children;
• parents;
• siblings and half-brothers;
• guardians or persons under whose care the employee was or is.

Section “Information on military registration” of form T2

In this section, if the employee is liable for military service, data is entered on the basis of his military ID or temporary certificate issued instead of a military ID, as well as a certificate issued to conscripts who are citizens of the Russian Federation.

Section “Hiring and transfers to another job” of form T2

The first entry in this section is about hiring for this organization. Subsequent entries are made based on orders both permanent and temporary transfers. The legislation does not provide a clear answer as to whether it is necessary to reflect information about an employee’s salary increase in the T2 form. Experts believe that such data is necessary.

What to do if in some section of the unified T2 form there is no free space left to enter data

If one of the sections of the T2 form, for example, “Vacation,” is completely filled out, an addition can be made to the document. It is drawn up on a separate sheet. You should write the heading on it: “Addition to the employee’s personal card” (Form No. T-2), indicate the date of completion, personal details of the employee, his position and structural subdivision, date and number of the employment contract. Under this information the table of the corresponding section of the T2 form is duplicated. Such additions can be made to any of its sections.

When hiring a new employee, the personnel officer prepares various documents. One of them is a personal card. IN 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 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 must be entered into it, and whether the information needs to be encoded.

Legal basis

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

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

— order (instruction) on hiring (form T-1 or T-1a);

— passport or other identity document;

— work book or document confirming work experience;

— insurance certificate state pension insurance;

— military registration documents (for those liable for military service and persons subject to conscription for military service);

- document on education, qualifications or availability special knowledge(when applying for a job that requires 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 record persons holding state (municipal) civil service positions.

We note that in accordance with clause 658 of the List of standard management archival documents generated in the process of activity government agencies, organs local government and organizations, indicating storage periods approved by Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 N 558, the personal card is subject to storage for 75 years. The same order of the expert-verification commission allows this document to be classified as one that is stored permanently.

Since you will have to store the card for a long time in any case, we recommend printing it on thick paper. You can also enter initial data into the electronic form of your personal card. However, it will still have to be printed, since the employee must certify with his signature that the information entered is correct and complete. And subsequently, during his working life, the employee will have to be familiarized with the entries in the card, so a paper copy cannot be avoided.

For your information. In addition to the employee’s personal card, scientific, research, educational and other institutions and organizations operating in the field of education, science and technology apply registration card scientific, scientific and pedagogical worker (form T-4).

Since personal cards contain personal data of employees, they must be stored in a safe or cabinet that can be locked with a key.

Note that some employers, based on the unified T-2 form, develop their form in electronic form, while removing individual columns, which are subsequently printed. You can't do that! The procedure for using unified forms of primary accounting documentation, approved by Resolution of the State Statistics Committee of the Russian Federation dated March 24, 1999 N 20, establishes that deleting details from unified forms is prohibited. If necessary, changes can be made to the unified form:

— expansion and narrowing of graphs and lines, taking into account the number of characters in indicators;

— inclusion of additional lines and loose sheets;

— entering additional details.

In this case, the changes made must be documented in the relevant organizational and administrative document of the organization.

Rules for filling out and 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 “Date of Compilation” column, indicate the date the personal card was filled out. Please note that it may differ from the date the employee was hired. This is not a violation labor legislation. However, we recommend that you do not delay filling out your personal card and stick to the one-week deadline (similar to 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. Let us remind you that this number is assigned to an employee upon admission and does not change when transferred or moved from one structural unit to another.

The columns “Taxpayer Identification Number” and “State Insurance Certificate Number” are filled in based on the documents submitted by the employee. If a citizen goes to 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 “Alphabet” column, enter the first letter of the surname of the employee for whom the personal card is being filled out. This column must be filled in to systematize personal cards in the general array.

In the column “Nature of work” it is indicated “permanently” if the employment contract is concluded for an indefinite period, or “temporarily” if the employment relationship is limited to a certain period.

“Type of work” - main or part-time.

In the “Gender” column, only the first letter is entered (“M” is male, “F” is female).

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

Further on the T-2 form there are a number of fields for coding. Why are they? These codes were required for statistical observation and control. Currently, these fields are extremely rarely filled in, but if it is still customary for 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 tariff categories OK 016-94 - OKPDTR;

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

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

Section I "General information"

When viewing this section, you can see that the employee’s personal data and information about his family, education received before employment and existing experience are entered into it.

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

Paragraphs 1-4 of this section are filled out based on passport data:

- last name, first name and patronymic are indicated in nominative case fully;

— date of birth is indicated verbally and digitally;

- place of birth is indicated taking into account generally accepted abbreviations (for example, “g.” - city, “district” - district, “r. p.” - working village, etc.), while districts and regions are written in the genitive case.

The following entries can be made in the “Citizenship” column (section 2 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 employee. In this case, it is necessary to specify the language in accordance with section. 4 OKIN and indicate the degree of proficiency in it in accordance with Section. 5 OKIN:

- reads and translates with a dictionary;

- reads and can explain himself;

- speaks fluently.

Based on the education documents submitted by the employee, clause 6 “Education” is filled out:

— 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 (adjunct), 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 to indicate the employee’s education on the T-2 form, for example, he has three higher educations. What to do in this case? We recommend that you prepare a loose leaf sheet on which to write down all the necessary data.

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

For your information. If the employee’s last name, passport details and other similar information have changed, it is necessary to adjust the personal card. To make corrections correctly, we recommend using the Instructions for filling out work books: cross out the previous information with one line, and then (above the crossed out or, if available, free space, next to) record new data.

In paragraph 7 “Profession” you should enter information about your main and additional professions. In the “Primary” column, they often indicate the profession or position that the employee occupies in the organization, but this is not correct. We believe that an employee without work experience needs to indicate in this column the profession that he received after graduating educational institution. If the employee has a certain length of service, then as the main one you can indicate the profession in which he acquired greatest experience work. For such an employee, you can also fill in the “Other” column - in order to create a personnel reserve or quickly be able to replace an absent employee. In any case, when filling out clause 7, you must refer to OKPDTR and indicate the name of the profession in accordance with it.

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

Total length of service 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 based on entries in the work book or other documents confirming the experience. To determine the calculation methodology, we recommend using Resolution of the Board of the Pension Fund of the Russian Federation dated July 31, 2006 N 192p, according to which the calculation of length of service is carried out by summing separately the end and start dates of work periods. The difference between these amounts is the duration of the total length of service. In this case, one day should be added to the duration of the total length of service for each case of dismissal.

Column 9 “Married status” is filled out in accordance with OKIN. Please note that the words “single”, “married”, etc. are unacceptable. The following wording would be correct:

- has never been (was) married;

- is in a registered marriage;

- is in an unregistered marriage;

- widower (widow);

- divorced (divorced);

- broke up (broke up).

The details of the identity document are transferred to clause 11 “Passport”. If an employee’s passport details have changed during their working career, this must be noted in their personal card.

The “Place of residence” column is filled in based on the registration stamp in the passport. Please note that the place of actual residence may differ from the place of registration. For this purpose, the personal card contains the corresponding lines, which are filled in according to the employee’s words.

Section II “Information on military registration”

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

- military ID (or temporary certificate issued in place of a military ID) - for citizens in the reserve;

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

If a citizen is in reserve, then:

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

— in paragraph 4 “Full code designation of the VUS” the full designation is written down (six digits, for example 021101, or six digits and a letter, for example 113194A);

- paragraph 5 “Category of fitness for military service” is filled in with letters (A - fit for military service, B - fit for military service with minor restrictions, C - limitedly fit for military service, D - temporarily unfit for military service). If there are no entries in the corresponding paragraphs of the military ID, category “A” is indicated;

- in paragraph 7 “Registered with the military” line “a” is filled in (in pencil) - in the case of a mobilization order and (or) a stamp on the issuance and withdrawal of mobilization orders, line “b” - for citizens booked with the organization for the period mobilization and in wartime.

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

— in paragraph 2 “Military rank” the entry “Subject to conscription” is made;

- in paragraph 5 “Category of fitness for military service” a letter is placed (A - fit for military service, B - fit for military service with minor restrictions, C - limitedly fit for military service, D - temporarily unfit for military service, D - unfit for military service) on the basis of an entry in the certificate of a citizen subject to conscription for military service.

If a citizen has reached the age limit for being in the reserve or is declared unfit for military service due to health reasons, in paragraph 8 the note “Removed from military registration due to age” or “Removed from military registration due to health reasons” is made.

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

Section III “Hiring, transfers to another job”

Based on the employment order of form T-1 or T-1a, the first entry is made in this section. During the employee’s working life, records of transfers will be made here (based on an order on the unified form T-5).

This section of the personal card contains a column for familiarizing the employee with the entries made, therefore, by virtue of the Rules for maintaining and storing work books, the employee must be familiarized with these entries.

III. Hiring and transfers to other jobs

Section IV "Certification"

This section is completed only if the organization’s certification is provided for by local regulations or is carried out in accordance with legal requirements. 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 “Bases” column, write down the date and number of the order for certification. Please note that in addition to making a decision on the employee’s suitability for the position held, the certification commission may recommend sending him for training, transferring him 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 carries out vocational training, retraining, advanced training of workers, 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, and employment contracts. It is after completing training in advanced training institutions that this section is completed.

Let us remind you 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 problem-based seminars (from 72 to 100 hours).

V. Advanced training

date	Type of advanced training	Name of the educational institution, location	Document (certificate, certificate)	Base
Start of training	Completion of training
Name	Serial number	date
1	2	3	4	5	6	7	8
05.04.2010	20.04.2010	Short term	Nizhny Novgorod	Certificate	BI-V	20.04.	Order from
		Courses	State		123456	2010	03.04.2010
			Pedagogical				N 52
			University

Section VI “Professional retraining”

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

In the “Bases” column, you should indicate the details of the order to send the employee for retraining. If the employee independently completed retraining and presented only a diploma, the “Bases” column will remain blank.

Section VII "Awards (encourages), honorary titles"

Article 191 of the Labor Code of the Russian Federation gives the employer the right to encourage employees who conscientiously perform their job duties - to express gratitude, give a bonus, award a valuable gift, a certificate of honor, or nominate them for the title of the best in the profession. If during his working life the employee was encouraged by the organization or received any honorary title, an entry about this must be made in this section.

Clause 24 of the Rules for maintaining and storing work books specifies what awards and incentives are indicated in the work book, and therefore (by analogy) in the personal card. Remember that information about bonuses provided for by the remuneration system or paid on a regular basis is not entered into your personal card.

VII. Awards (encourages), honorary titles

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

Note that in institutions financed from different levels budget, departmental awards may be provided. For example, for the federal service state registration The regulations on the certificate of honor were approved by Order of Rosreestr dated December 15, 2011 N P/507.

Section VIII "Vacation"

All vacations (annual paid, without pay, additional and others) must be taken into account. When filling out this section, you must indicate the type of leave (for example, additional paid), the period for which it is provided, the number calendar days vacation, start and end dates, basis (order for granting vacation in form T-6).

Sometimes the question arises with filling out the “Work period” column of this section: some specialists, when granting part of the vacation, indicate half 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 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 disability certificate, an honorary donor certificate. We recommend specifying a federal law or other regulatory act that provides for a benefit or guarantee as the basis for the benefit.

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

Section X "Additional information"

Here you can enter any information about the employee necessary for the employer, for which there was no suitable place above - that the employee is the parent of a disabled child, that he has a driver’s license, a foreign passport, etc. The section is completed 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 are made to it on the basis of an order to terminate (terminate) the employment contract (unified forms T-8, T-8a). They also indicate the basis for dismissal with reference to the relevant article of the Labor Code of the Russian Federation and the date of dismissal.

This record is certified by the signatures of both the HR employee and the resigning employee.

The employee's personal card is the primary personnel document. It consists of 11 sections: some are filled out when hiring, others - during the work process and upon dismissal of the employee.

Personal card form and basic questions

According to part 4 of article 9 Federal Law dated December 6, 2011 No. 402-FZ “On Accounting” commercial organizations from January 1, 2013, the right to independently develop forms of primary accounting documents.

At the same time, forms of primary accounting documents authorized by authorized bodies in accordance with other federal laws (for example, forms of cash documents) remain mandatory for use in accordance with the letter of the Ministry of Finance of Russia dated No. PZ-10/2012. The employee’s personal card (form No. T-2) is not named in the mentioned letter.

The question arises: is it possible to develop a personal card yourself? Specialists from Rostrud of Russia, in a letter dated February 14, 2013 No. PG/1487-6-1, believe that yes.

There is no need to completely modify this document. Moreover, in some regulatory documents contains a requirement to use the unified form No. T-2, for example:

Clause 12 of the Rules for maintaining and storing the production of work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225. It states that with each entry made in the work book about the work performed, transfer to another permanent job and upon dismissal, the employer is obliged to inform its owner against signature on his personal card, which repeats the entry made in the work book. The form of the personal card is approved by the Federal State Statistics Service;

Paragraph 23 Methodological recommendations on maintaining military records in organizations approved by the General Staff of the Armed Forces of the Russian Federation dated April 11, 2008. According to this norm, organizations maintain military records of conscripts and reserve personnel using the personal cards of employees (form No. T-2) in Section II “Information on military registration.”

We believe that it is most advisable to take the unified form as a basis, modify it a little, eliminating the shortcomings: remove extra lines and add missing ones.

At what point do you need to keep an employee’s personal card?

There are no specific instructions for filling out a personal card, from which it needs to be opened. As a rule, it is started after the publication of an order (instruction) on hiring. It duplicates the employment records entered in the employee’s work book.

What documents and information are required to fill out?

The personal card is filled out based on:

Order (instruction) on employment in form No. T-1 or a form independently developed by the employer;

Passport or other identification document;

Work book or document confirming work experience;

Insurance certificate of state pension insurance;

Military registration documents (for those liable for military service and persons subject to conscription for military service);

Document on education, qualifications or special knowledge (when applying for a job that requires special knowledge or special training);

Information provided by the employee about himself.

In some cases, it may be necessary to present additional documents.

How long should employees' personal cards be kept?

According to paragraph 658 of Order No. 558 of the Ministry of Culture of Russia dated August 25, 2010, an employee’s personal card must be stored for 75 years.

Is it possible to maintain a personal card electronically?

The instructions for filling out a personal card do not contain recommendations in what form this document should be kept - electronic or paper. Therefore, both options are possible. But given that the employee must be familiarized with some records against signature, and the employee, for maintaining a personal card, must certify all corrections made against signature, the use of form No. T-2 on paper is inevitable.

What to do if an employee refuses to certify information with his signature

Instructions for filling out a personal card, as well as other regulatory legal acts do not provide for the legal consequences of an employee’s refusal to affix a personal signature in sections III “Hiring and transfers to another job” and XI “Grounds for termination of an employment contract (dismissal)” of the personal card. Consequently, the rules on how to formalize such a refusal have not been established.

In this situation, the following options are possible:

It is necessary to make a note on the personal card stating that the employee refuses to sign;

Draw up an act (the form of the act is not established, therefore, it can be drawn up in free form) about the employee’s refusal to sign;

At the same time, make the specified entry in the personal card and draw up an act on the employee’s refusal to sign.

How to make corrections to a personal card

If some of the employee’s data has changed (for example, his last name due to marriage), the personnel service employee enters the new information into his personal card and certifies it with his signature indicating the date of the changes. He crosses out incorrect text or amounts with one line so that the corrected text can be read. The corrected text or amounts are written above what has been crossed out (clause 4.2 of the Regulations on Documents and Document Flow in Accounting, approved by the USSR Ministry of Finance dated July 29, 1983 No. 105).

Example. The employee’s surname changed: it was Makarova, it became Frolova. How to make corrections to an employee’s personal card?

When an employee changes his last name, the previous last name in paragraph 1 of the “General Information” section is crossed out with one line, and the new last name is indicated on the right or above.

You should also indicate on the basis of which document the changes were made. This can be done in the field of the personal card opposite the line where the old last name is crossed out and the new one is written. The employee responsible for maintaining Form No. T-2 certifies this entry with his signature and puts down the date of the changes. In order to avoid claims from inspection bodies (labor inspectorates), it is better to indicate the document on the basis of which the information was entered in the “Additional information” section.

The wording may be as follows: “The last name of Makarov was changed to the last name of Frolov on the basis of a marriage certificate, series VII-AI No. 456789, issued by the Chkalovsky department of the Civil Registry Office dated May 17, 2013.” The person responsible for maintaining personnel records also certifies the new entry with his signature indicating the date of its entry.

In connection with the change in surname, corresponding corrections are also made to paragraph 11 of the “General Information” section, which contains the employee’s passport details.

What to do if there are not enough lines to make entries?

In this case, it is allowed to include additional lines in Form No. T-2. According to the Decree of the State Statistics Committee of Russia dated March 24, 1999 No. 20 “On approval of the Procedure for using unified forms of primary accounting documentation,” the formats of the forms indicated in the albums of unified forms of primary accounting documentation are recommended and may be changed.

Example. The employee speaks three languages, and in form No. T-2 there are only two lines for entering information about this. How do I enter information about my knowledge of a third language?

In such a situation, the company has the right to add an additional line to paragraph 5 “Knowledge of a foreign language” to the two lines available in form No. T-2.

Features of filling out an employee’s personal card

In standard situations, filling out an employee’s personal card does not require. Let's look at some cases that are not regulated by the Instructions for filling out a personal card.

Information about education

Information about education must be entered in paragraph 6 “Education” of the “General Information” section. In this case, it is necessary to indicate the OKSO code corresponding to the employee’s specialty, selecting it from the All-Russian Classifier of Educational Specialties OK 009-2003 (the document was approved by Decree of the State Standard of Russia dated September 30, 2003 No. 276-st).

But in some cases this code is not filled in.

Example. When hiring, the employee presented a diploma of higher education in a specialty that is not in the All-Russian Classifier of Educational Specialties OK 009-2003, approved by Resolution of the State Standard of Russia dated September 30, 2003 No. 276-st. What OKSO code should be indicated in the employee’s personal card?

This situation is possible when the training of specialists in this specialty was stopped before the approval of the specified classifier. In this case, the column for indicating the OKSO code can be left blank.

How to calculate work experience

To fill out paragraph 8 “Work experience (as of “__” ________20__)” of the “General Information” section, you will need to calculate the employee’s work experience as of the date of filling out his personal card.

According to the Instructions for filling out a personal card, work experience (total, continuous, giving the right to a bonus for length of service and other benefits established in the organization, etc.) is calculated on the basis of entries in the work book and (or) other documents confirming the relevant length of service.

To calculate length of service, the procedure established in paragraph 61 of the Instructions for filling out forms of documents for individual (personalized) registration in the compulsory pension insurance system, approved by Resolution of the Board of the Pension Fund of July 31, 2006 No. 192p, can be used. In accordance with this procedure, the duration of the total length of service is determined by summing separately the end and start dates of the specified periods. The difference between these amounts is the duration of the total length of service. Since the day of dismissal is considered the last day of work, it is necessary to add one more day to the total length of service for each case of dismissal. If an employee gets a job for the first time, instead of length of service, zeros are entered in paragraph 8 of the personal card.

One day on the occasion of dismissal is added only to periods related to the work activity of the insured person; this rule does not apply to other periods.

Example. An employee of Lipen LLC has the following entries in his work book as of July 23, 2013:

- from 04/12/1999 to 07/31/2001 - work at Berezen CJSC;

- from 01.08.2001 to 27.12.2004 - work for individual entrepreneur Zarev A.P.;

— from January 11, 2005 to August 31, 2009 — work at Tsveten LLC;

— from 01.09.2009 to 14.11.2011 — work at JSC “Kresen”;

— from November 21, 2011 to the present — work at Lipen LLC.

Let's calculate the employee's total length of service as of July 23, 2013.

First, we summarize the end dates of the employee’s work periods. The resulting value is 126.45.10038 (07/23/2013 + 11/14/2011 + 08/31/2009 + 12/27/2004 + 07/31/2001).

Then we summarize the start dates of the employee’s work periods. The resulting value is 46.33.10025 (11/21/2011 + 09/01/2009 + 01/11/2005 + 08/01/2001 + 04/12/1999).

Now let’s find the difference in the amounts received.

It is equal to 80.12.13 (126.45.10038 - 46.33.10025), or 14 years 2 months 20 days.

Let's add 4 days. It turns out that as of July 23, 2013, the employee’s total length of service is 14 years, 2 months, 24 days.

Information about family composition

Item 10 “Family composition” of the “General Information” section is filled out on the basis of the employee’s passport and other documents, as well as the information he provided.

Relatives who are dependent on the employee or who live with him can be entered in the columns to indicate family composition.

In this case, the employer does not need to obtain the consent of the employee’s close relatives to process personal data to the extent provided for unified form No. T-2 “Employee’s personal card.”

Such clarifications from Roskomnadzor on issues related to the processing of personal data of employees, applicants for vacant positions, as well as persons in the personnel reserve, are published on the website http://www.rsoc.ru.

Information about part-time work

The employee’s personal card does not have a special section for information about part-time work. In practice, such information is entered into one of the sections:

In Section III “Hiring and transfers to another job”;

Section X "Additional information".

Advanced training with previous employers

This issue is not addressed in the Instructions for filling out a personal card. In practice, Section V “Advancement of qualifications” usually includes information about advanced training only during the employee’s work in this organization.

Employee incentives

The instructions for filling out a personal card do not contain recommendations on what awards, rewards and honorary titles deserve to be included in section VII“Awards (incentives), honorary titles” of the employee’s personal card. It is logical to assume that you need to enter the same things that are included in the employee’s work book, namely:

Information on the awarding of state awards, including the conferment of state honorary titles, on the basis of relevant decrees and other decisions;

Certificates of honor, conferring titles and awarding badges, badges, diplomas, certificates of honor by employers;

Other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, internal rules labor regulations, charters and regulations on discipline.

At the same time, entries about bonuses provided for by the remuneration system or paid on a regular basis are not made either in the work book or in the personal card (clauses 24 and 25 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 ).

Holiday information

Section VIII “Vacation” keeps records of all types of leaves granted to an employee during the period of work in the organization, including leaves without pay.

Vacation at your own expense. When filling out information about unpaid leave, it is not always possible to indicate the period for which such leave is provided (at the birth of a child, marriage registration and other cases listed in paragraph 6 of part 2 of Article 128 of the Labor Code of the Russian Federation). In such a situation, some specialists put dashes in columns 2 and 3 of Section VIII. But it's not right.

Since the period for granting leave excludes leaves of more than 14 calendar days per year without pay, it is simply necessary to indicate for which working year these leaves were granted.

Paid leave for spa treatment. Section VIII “Vacation” also contains information about the leave that the employer provides to the employee for treatment in accordance with subparagraph 10 of paragraph 2 of Article 17 of Federal Law No. 125-FZ of July 24, 1998. Let us recall that this norm provides for the provision of paid leave for sanatorium and resort treatment (in addition to the annual paid leave established by the legislation of the Russian Federation) for the entire period of treatment and travel to and from the place of treatment.

If all lines are filled. To account for all types of employee leave, Section VIII provides only 12 lines.

If all of them are filled out and there is no room for new entries in this section, there is no need to create a new personal card. It is enough to insert into it an additional sheet with lines and columns similar to the lines and columns of Section VIII “Vacation”.

On the insert, indicate its number, when it was created and by whom: “Insert sheet in the personal card of employee No. 1. Created by accountant O.P. Sayapina,” sign and date opposite the entry.

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