The act of acceptance and transfer of work books: sample, form and procedure for filling out. Acceptance and transfer of work books: a sample act

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-transfer executed? work books? 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

Issued if new employee started to fulfill his professional duties, worked for a week, but did not hand over the form for registration of working relations to the employer.

Design Requirements

For registration, a form developed by the company or an approved form is used.

The following details must be provided:

• Company name;
• Name;
• date of signing and number;
• place of compilation;
• title;
• signature of the head and persons responsible for compiling.

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

In accordance with labor legislation, the work book contains information about labor activity and work experience. While valid employment 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.

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

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

Must be specified total transmitted 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 work book forms 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.

The company is regulated by law. The employer must ensure the safety of these documents. Therefore, periodic verification of work books is necessary, especially when changing the person who is appointed responsible for their maintenance.

When is an act of transfer of work books drawn up

Any transfer of work books must be documented so that the employer can provide information about their movement at any time. The act of transfer is drawn up when a large number of books are moved. This may be in the following cases:

• Change of the person who is responsible for the maintenance and accounting of these documents in the organization;
• Reorganization legal entity, in the case when there is a spin-off of a new enterprise, or one absorbs the other.
• Transfer of part of work books to separate structural divisions, etc.

In other words, any transfer of books, with the exception of temporary issuance to the owner, must be formalized by an act.

Who draws up the act

The act must be drawn up by a commission, which must consist of three or more people. It is appointed by order of the organization.

The person transferring the forms and the person accepting them should not be members of the commission.

The commission appoints a chairman who directs the transfer of work books.

At the end of the act, all members of the commission must put their signatures.

The act is approved by the head of the enterprise. If books are transferred from one organization to another, then the head of any of them can approve the act.

The act of acceptance - transfer of work books: sample

You can download a completed sample of the act below. And now we will talk about the procedure and rules for filling out this document.

Filling order

The form of the act of acceptance - transfer of work books is not approved at the legislative level, so the organization can develop it on its own. In established practice personnel office work the act of checking work books contains the following details and information:

• Full name of the organization. The act can be drawn up on the official letterhead of the company.
• Date and place of the document.
• Approval stamp is placed in the right corner. If the legal entity has a seal, then it is put on the signature of the head.
• The composition of the commission and the reason for the transfer of work books.
• Information about the transferred books. This is the most important section of the act. For the convenience of perceiving information, a table is compiled in which the following data is entered: the name of the owner of the book, its series and number, special marks (for example, an unclaimed book or handed out to the owner). Inserts are listed separately.
• total number of books.
• Signatures of officials involved in the transfer: members of the commission and employees who hand over and accept labor.

You can also enter information about part-time employees who do not keep a book and about the presence of blank forms and inserts in the act.

The act is drawn up in 2 copies, which are kept by the transmitting and receiving parties.

Compilation rules

When drawing up an act, the following rules of office work must be observed:

• The act is drawn up in writing, filled out on a computer or written by hand;
• The document should not contain blots or corrections. Handwritten must be fully legible;
• All signatures must be affixed personally by their owners;
• If there is more than one sheet in the act, then all pages are numbered and stapled;

If the act is drawn up with violations of the requirement, then it will not have the force of a legal document.

When moving labor from one employer to another, or when changing the persons responsible for their maintenance, an act of transferring work books is drawn up. You can download a sample from the link below, or create your own. But at the same time, it must contain information about the transferred books and the persons who participate in the transfer.

The act of transferring a work book is an 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 it concerns the personnel service, an act of transferring work books is necessarily drawn up. The document contains a list of strict reporting forms and inserts to 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.

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 transfers to another enterprise and these labor relations are formalized by transfer, an act of acceptance and transfer of the work book can be signed between two managers. The document reflects information that the strict accountability form is transferred for storage from the old employer to the new one.

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

If the employee responsible for maintaining, accounting and storing work books changes or leaves, then it will be necessary to draw up an act of their acceptance and transfer. In the article, we will consider how to do this correctly, and also give a sample of such a document.

In what cases is an act of acceptance and transfer of work books required?

Labor books, as well as inserts in it, are documents of strict accountability. These documents contain the personal data of employees, as well as information about the time periods of their labor activity with a particular employer. Based on the data specified in the labor, a pension is accrued to a citizen. In this regard, accounting and storage of labor must take place in accordance with the special requirements established by the "Rules for the maintenance and storage of labor" (hereinafter - the Rules).

These Rules accounting for work forms, completed books and inserts to it takes place in special journals:

1. The income and expense book of accounting for the forms of the work book, as well as inserts to it.
2. The book of accounting for the movement of work books, as well as inserts to it.

The person responsible for work books (their accounting, maintenance and storage) is an employee appointed by order of the director. In the event of a change in the responsible person, it will be necessary to draw up such a document as an act of acceptance and transfer of work books. This act will confirm the fact that one employee has formalized the transfer of the specified documents to another. At the same time, the second employee received these documents in the specified volume and in the proper form.

Important! When changing the person responsible for the maintenance and storage of labor, the transfer of personnel documents is carried out according to the acceptance certificate.

The procedure for accepting documents on the act of acceptance and transfer of work books

In order for these documents to be transferred according to the acceptance certificate properly, it is necessary to comply with certain order actions:

Important! In the form of the act of acceptance and transfer of labor there is a column "Note". This column contains all those comments that were found during the transfer of documents under the act of acceptance and transfer of labor. For example, if incorrect registration of records is detected, or if damage is detected, as well as in the absence of one or more books.

Rules for issuing an act of acceptance and transfer of work books

The legislation does not establish special requirements and rules for the preparation of such a document as an act of transfer of labor. However, the employer has the right to develop these rules on his own, and then approve them in the internal documents of the company. This can be fixed in the Provision on office work, or in the Provision on the personnel service. If the employer's company is very large with a large number of employees, then a special commission may be required. Then the Regulation should provide for the following:

1. The procedure by which a commission is created that takes part in the verification and transfer of documents. The composition of such a commission is also determined.
2. The order of work of the created commission. At the same time, the procedure for reconciling documents is determined, as well as the form of the acceptance certificate, the form of this document and the sample for filling out this document.

How to draw up an act of acceptance of the transfer of work books

The act of transfer of labor is usually drawn up in the form of a table in which the following information is entered:

1. Information about the owner of the work book (full name of the employee).
2. Type of form (labor or insert to it).
3. Series and work number.

When transferring labor, this table indicates information about the documents (their number and series). Below the table is indicated total number documents of the same type. After filling out the act is certified by the person who handed over the books under this document and the person who accepted them under this act. before the signatures, the position of the person signing the document, as well as the decoding of his signature, are indicated.

Important! In case of loss of books, it will be tedious to draw up a separate act. It will indicate the reasons for the absence of work books. This act is filled in by the person transferring the documents under the act.

Answers to common questions

Question: An employee for presentation in Pension Fund pension book is required. How to give a book to him in his hands? Do I need to draw up an acceptance certificate or will I need to draw up another document?

Conclusion

Thus, the transfer of documents such as work books, as well as inserts to it, must be accompanied by the preparation of a special document. This document is an act of acceptance and transfer of work books. According to this document, one employee (the person who is relieved of responsibility for work books) transfers personnel documents to another (the person appointed responsible for work books).