Codes for filling out a personal card t 2. Personal card - rules for filling out

Personal card T-2 is filled out for employees of all categories hired on the basis of an order (instruction) on hiring

Filling out sections of the form

The form of the personal card T-2 was approved by Decree of the State Statistics Committee of Russia dated 01/05/05 No. 1 (previously by Decree dated 04/06/01 No. 26) “On approval of unified forms of primary accounting documentation for recording labor and its payment.”

The personnel service employee must keep in mind that the rules for maintaining personal cards of the T-2 form, with the exception of the Instructions for the use and completion of primary accounting forms and documentation for labor accounting and its payment, approved. Resolution of the State Statistics Committee of Russia dated January 05, 2005 No. 1 does not exist, therefore the contents of this article can be considered as recommendations, and not as a tangible requirement for exact execution.

Documents required for issuing a personal card; information coding

To fill out a personal T-2 card, the HR officer needs the following employee documents:
1) passport (or other identification document);
2) work book;
3) military ID;
4) document confirming graduation from an educational institution:
5) insurance certificate of state pension insurance;
6) certificate of registration with the tax authority;
7) order for employment.
All other information is entered based on the information provided by the employee.
When encoding information in a personal T-2 card, you must be guided by a number of rules for filling out, defined by the Standard for Automated Personnel Management Systems:
1. If incorrect entries or information not related to this filling are made in the coding field, the T-2 form is considered damaged and must be rewritten. Therefore, it is recommended to either enter exact codes or not enter them at all until the T-2 personal card is submitted to the archive.
2. If there are no entries or negative answers (“I don’t have”, “I’m not a member”), the encoded part of this detail remains empty. 1 3. When indicating dates, the name of the month is written in full, the year is written in four digits; for example, September 14, 2004
4. Dates are coded in Arabic numerals in the following order: day/month/year; for example, 04/23/1998.
When filling out other sections of the card, you must follow the Instructions approved by the specified resolution.

Filling out sections of the form

The name of the organization is indicated in full, for example closed Joint-Stock Company"Energostroi". The abbreviated name is indicated if it is. enshrined in the constituent documents. The OKPO of the organization is indicated on the side.
An employee's personnel number must contain no more than six digits. It is assigned to each new hire or employee and does not change with any movement of the employee within the organization until his dismissal.
An identification number The taxpayer's number of the state pension insurance certificate is indicated in accordance with the certificate of assignment of the TIN and the state pension insurance insurance certificate.
In the "Alphabet" column the first letter of the employee's last name is indicated.
The nature of the work is indicated: “permanently”, “temporarily”, etc.
The type of work (main, part-time) is recorded in full.
Gender is indicated by the letter "M" or "F".
Last name, first name, patronymic are written down in full and legibly.
The date of birth is established on the basis of a passport or other identification document and is written in full in the text area, for example, “January 9, 1975.” In this case, the code is indicated as follows: 01/09/1975.
When indicating your place of birth, the following must be taken into account:

Citizenship is written without abbreviations. Recording of citizenship and its coding is carried out according to the All-Russian Classifier of Information on the Population. OK 018-95, approved. Resolution of the State Standard of Russia dated July 31, 1995 No. 412 (OKIN).

Filling out the "Citizenship" column

The languages ​​spoken by the employee are indicated in full without abbreviations. The degree of knowledge of the language in text form is indicated as follows.

Information about language skills

When encoding the column "Knowledge foreign language"two codes are indicated, with the first indicating the language code, the second - the degree of knowledge of it.

For example: “English - read and translate with a dictionary” is written in the “Code” column as: 014 1.

Education is recorded and coded according to OKIN and the All-Russian Classifier of Specialties by Education. OK 009-93, approved. Resolution of the State Standard of Russia dated December 30, 1993 No. 296 (OKSO).

According to OKIN, education is coded as follows.

Type of education	OKSO code
Primary (general) education
Basics general education
Secondary (complete) general education
Secondary vocational education
Incomplete higher education
Higher education
Postgraduate education

Sometimes in practice problems arise with how to create a record of an employee’s education if it is not completed.

Information about incomplete education

An employee with incomplete education	Type of education according to classification.
Higher education student educational institution, but did not graduate	Basic general or secondary vocational education (depending on what education you had at the time of admission to a higher educational institution)
Completed several courses at a higher educational institution, but was forced to interrupt it, or is studying in the third year	It records how many courses have been completed or what course is being studied.
Completed three years of higher education	Incomplete higher education
Studying at a secondary specialized educational institution (technical school, college), but not graduating from it	Secondary (complete) general or incomplete secondary vocational education (depending on what kind of education you had at the time of admission to a secondary specialized educational institution)
Graduated high school, school with in-depth study of any subject, lyceum, gymnasium	Secondary (complete) general education
Graduated from a vocational school or an equivalent educational institution	Primary vocational education

Abbreviations of words when writing the name of an educational institution are allowed, without distorting the meaning of the name. In the case where the name of the educational institution includes the word “name”, you should write “by them”; if this is followed by the word “professor”, “academician” or something else, then you should write “named after professor”, “named after academician”, etc. Orders are not indicated in the names of educational institutions.
All information about education (qualification, direction or specialty) is established on the basis of an education diploma.
Free lines in the education section are intended for the name and date of graduation of the second educational institution of higher or secondary vocational education. If an employee graduated from two secondary or two higher educational institutions in different specialties, both educational institutions are recorded. Diploma qualifications are indicated in the following order:

The profession (main and additional) is indicated in full on the basis and order (instruction) on hiring. It is coded in accordance with the All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Classes (OKPDTR). An additional profession is considered to be one that does not coincide with the main profession, but may be of interest to the organization.
Work experience (general, continuous, giving the right to a bonus for years of service, as well as the right to other benefits established in the organization, etc.) is calculated on the basis of entries in the work book and (or) in other documents confirming the relevant length of service.
Marital status is recorded and coded according to OKIN.

Marital status information

Married status	OKIN code
Never been (was) married
Is in a registered marriage
Is in an unregistered marriage
Widower (widow)
Divorced (divorced)
Broke up (broke up)

Only family members are indicated as part of the family, indicating the degree of relationship. The closest relatives are considered to be father, mother, son, daughter, brother, sister, the person in whose care the employee was, and other close relatives living with the employee.
Passport data is indicated in strict accordance with the passport. The residence address is recorded according to the rules for recording the place of birth.
In the event that an employee did not receive a work book on the day of dismissal due to absence from the workplace or for another reason, the personnel service employee sends notices by mail to the specified addresses about the need to come to the personnel department for a work book (or express consent to sending it by mail) or inquiries about the employee’s whereabouts. Therefore, it is necessary to fill out both columns - the address of residence according to the passport and the actual address of residence, as well as the telephone number of the employee or immediate relatives.

Vacation accounting Changing employee information

In the previous part of the article, we found out what documents are required to fill out the T-2 card, and also looked at how the “Alphabet” and “Citizenship” columns are filled out, how data on education, family composition, etc. is entered.

Filling out the section on military registration

The main documents on the basis of which section is filled out. 2 “Information on military registration” of the T-2 personal card are:

Information about military registration

	Citizens in reserve	Citizens subject to conscription
	Not entered for reserve officers. For persons who are not officers, filled out in accordance with the provided military ID (column "Registration Category")	Not filled in
Point 2. Military rank	Marked in accordance with the entry on the military ID	Recording is made: "Subject to conscription"
Clause 3. "Composition (profile)". To be filled in without abbreviations	Marked in accordance with the entry on the military ID, for example, "command", "medical" or "soldiers", "sailors" and so on.	Che is filled
Clause 4. “Full code designation of the VUS” The full designation is written down - six digits or six digits and an alphabetic sign	Marked in accordance with the entry on the military ID, for example “021101” or “113194A”	Marked in accordance with the entry in the certificate of a citizen subject to conscription for military service
	Written in letters: A - suitable 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 relevant paragraphs of the military ID, category "A" is entered	Written in 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 D - unfit for military service Filled out based on the entry in the certificate of a citizen subject to conscription for military service
Clause 6. "Name of the military commissariat at the place of residence"	Placed in accordance with the last entry or last stamp on the military ID	Placed in accordance with the last entry, or the last stamp in the certificate of a citizen subject to conscription for military service
Clause 7. “Registered with the military” To be completed in pencil	Line a) - in cases where there is 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 of mobilization and for war time	Not filled in
: Clause 8. “Note on removal from military registration” Subject to reaching the age limit, being in the reserve, “or being declared unfit for military service for health reasons	A mark is made: or "Removed from military registration due to health reasons"	A note is made: "Removed from military registration due to age" or "Withdrawn" military registration for health reasons"

After completing the sections " General information" and "Information on military registration" the employee signs a personal card and puts down the date with his own hand to confirm agreement with the entered information. The personnel service employee puts his signature, the name of the position and the transcript of the signature, thereby confirming that the entries were made by him personally on the basis of the submitted documents.

Entering information about hiring, certification, advanced training, incentives, etc.

When entering information about hiring and transfers to another job, you must fill out all columns of the table. Information must be entered without abbreviations

Information about hiring and transfers to another job is entered on the basis of an order (instruction) on hiring (forms T-1 and T-1a) and an order (instruction) on transfer to another job (form T-5). When filling out this section, the HR specialist must familiarize the employee with the entries made against receipt.
When filling out section. 4 “Certification” of the personal card, all columns are filled in, namely:
- date of certification;
- decision of the commission, for example “transfer to a position”, “send for advanced training”, etc.;
- a link to a specific document (usually a protocol of certification results) indicating its number and date.
The “Bases” column may be blank, or it may indicate an organization’s order to send an employee for certification and/or an order to approve the certification results.
Data on advanced training are recorded on the basis of documents submitted upon hiring or received from the personnel training department. In the section "Advancement of qualifications" the following is indicated:
- start and end dates of training;
- type of advanced training;
- name of the educational institution (institute for advanced training of the ministry (department), faculty of advanced training at a higher educational institution, faculty of advanced training at a secondary vocational educational institution, institute of advanced training, advanced training courses at the ministry (department), advanced training courses at enterprises, scientific- research and design organizations, higher and secondary vocational education institutions, institutes for advanced training and their branches);
- type of document (certificate, identification);
- the “Bases” column may be blank, or it may indicate an order from the organization to send an employee for advanced training.
Similarly, information about professional retraining indicating the specialty (direction, profession) for which retraining is taking place.

When filling out section. “Incentives and awards” it is necessary to indicate the types of incentives applied to the employee (both at the organizational level and at the level of ministries and departments), as well as list state awards.

Vacation accounting

In the "Vacation" section, records are kept of all types of vacations provided to the employee during the period of work in the organization. The basis for making entries are orders for granting leave.
When filling out the vacation table based on an order, only the start date of the vacation is entered, while the end date is entered “de facto”, after the employee has actually returned from vacation. This is due to the fact that if an employee is called back from vacation or is interrupted, the “End Date” column will indicate the employee’s return to work date, and not the planned end date of the vacation as ordered.
Leave without pay must be noted in the same table. It is taken into account when calculating the length of service that gives the right to annual basic paid leave, because according to Art. 121 of the Labor Code of the Russian Federation and it does not include the time of granting an employee leave without pay lasting more than 7 calendar days.

Similarly, the length of service giving the right to annual basic paid leave and the time of parental leave before the child reaches the legal age are not taken into account.
In addition, according to Art. 121 of the Labor Code of the Russian Federation, from the length of service giving the right to annual basic paid leave, the time the employee is absent from work without good reason, including due to his removal from work in cases provided for in Art. 76 Labor Code of the Russian Federation.
Below are possible types of documents on the basis of which the HR department employee recalculate this length of service (according to Article 76 of the Labor Code of the Russian Federation).

Types of documents serving as the basis for recalculating length of service in case of suspension from work

Failure to undergo training and testing of knowledge and skills in the field of labor protection in accordance with the established procedure
Failure to undergo mandatory preliminary or periodic medical examination in accordance with the established procedure	Protocol and order of the inspectorate on the removal of an employee from work. Order from the manager regarding removal from work for this reason
Identification, in accordance with a medical report, of contraindications for performing work due to employment contract	Order from the manager regarding removal from work for this reason

In the “Additional Information” section, for completeness of accounting, where necessary, indicate:
- information about training in part-time (evening), correspondence, external departments of higher and secondary institutions vocational training(you should also enter the dates of receipt in educational institution and its endings):
- information about a working disabled person indicating the MSEC certificate, the disability group and the date of its establishment (change), the cause of disability;
- MSEC conclusion on the conditions and nature of work.
After an employee’s dismissal from the organization, entries are made in section. XI “Grounds for dismissal”, which indicates a breakdown of the grounds for dismissal of the employee in accordance with the exact wording given in the Labor Code of the Russian Federation, the date of dismissal, and the number of the dismissal order.
When closing the T-2 personal card, the HR employee puts his personal signature with its transcript and indication of the position. The employee himself signs in the same way. In this case, the employee’s signature confirms his agreement with all entries made in his personal card.

Changing employee information

When information about an employee changes, the corresponding data is entered into his personal card, which is certified by the signature of a specialist from the HR department, and if changes are made to section. “General information” and “Information on military registration”, then with the signature of the employee himself.
Changes are made according to the same scheme as in the work book. Based on the first forms and during the implementation of an automated personnel accounting system in the USSR, the OST "Standard for automated personnel management systems" was developed. It outlined the basic rules for filling out a personal card. As stated in the OST, “when a last name is changed, the old one is crossed out and a new one is written in its place in accordance with the documents submitted to the personnel department.” Further, “all subsequent changes to the employee’s data (change of place of residence, etc.) are reflected in the personal card by an employee of the HR department.” A complete replacement of a personal card is not advisable for the reason that in the future it will be difficult to restore the entire picture for this employee.
As for changes in passport data and marital status, the same scheme can be used - with a strikethrough.

V.V. MITROFANOVA,
Ph.D. econ. sciences,
Director of the "Center for Professional Development"

Download a sample form T-2. Employee personal card (Excel)
Download a sample form T-2. Employee personal card (PDF)

View a sample of filling out the T-2 form: page 1; page 2; page 3; page 4

Form of personal employee card in form T-2

All organizations, according to the Resolution of the State Statistics Committee of Russia, regardless of the nature of the employee’s work, are required to maintain personal cards of all employees with whom an employment contract is concluded, from the date of their employment until the date of their dismissal.

A personal card is created in one copy and stored separately from personal files for 75 years. The new unified form of personal card T-2 was put into circulation on April 4, 2004.

Based on personal cards, the HR department compiles a card index of the organization’s composition, placing the cards either in alphabetical order, or by department; This is how personnel records are maintained.

It is advisable to start filling out the employee’s personal card simultaneously with making an entry about employment in his work book.

The personal card form consists of four pages. The first two pages are filled out when an employee is hired, the remaining two - during his labor activity.

Form T-2 is filled out based on:

• an employment contract concluded with the employee;
• employment order,
• passport, work book, SNILS of the employee,
• educational document;
• military registration documents if the employee is liable for military service or subject to conscription;
• documents on advanced training, additional courses, etc.
• other documents that the specifics of the employee’s future work will require.

Registration of a personal employee card

Filling out an employee’s personal card is carried out with the utmost care, based on the documents provided.

Where necessary, codes corresponding to the employee’s data are indicated:

• according to the All-Russian Classifier of Population Information (OKIN) - citizenship, knowledge of foreign languages, level of education, marital status.
• according to the All-Russian Classifier of Specialties in Education (OKSO) - qualifications, specialty of the employee,
• according to the classifier of worker professions, employee positions and tariff categories (OKPDTR) - the profession that he received as a result of training.

Work experience is calculated from previous entries in the work book.

In the column “Married status” only one of the following is written:

• never been (never married) (code 10 1)
• is in a registered marriage (code 10 2)
• is in an unregistered marriage (code 10 3)
• widower (widow) (code 10 4)
• divorced (divorced) (code 10 5)
• broke up (broke up) (code 10 6)

In the column “Family composition” only those relatives who live with the employee are indicated.

The section “Information on military registration” is filled out:

• for reserve officers - on a military ID, for conscripts - on the basis of a registration certificate.
• for the corresponding citizens, in paragraph 8 it is written “Removed from military registration due to age” or “Removed from military registration due to health reasons.”

In the section “Hiring, transfers to another job” the following is indicated:

• transfer to another position;
• transfer to another structural unit;
• transfer to another job locality etc.

Each change in data made to a personal card must be brought to the attention of the employee, for which he must sign; in addition, all changes that the HR department employee makes to the personal card and work book must be certified by him with his signature.

A personal card is an important document maintained by the personnel department. It contains almost all the information about the employee himself (passport data, information about education and place of residence, family), as well as about his work activity in the institution (from hiring to dismissal, including transfers, leave, advanced training, etc. .). Despite this information content, quite often employers do not keep personal cards, citing the absence of such a requirement in the Labor Code. Today you will find out whether it is necessary to issue personal cards, why it is important to keep them and how to correctly make entries in them.

Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1 “On approval of unified forms of primary documentation for labor accounting and payment” (hereinafter referred to as Resolution N 1) approved the forms of documents used in personnel records management and necessary for the employer to maintain personnel records. The most important documents include the employee’s personal card (form T-2) and the personal card of a state (municipal) employee (form T-2GS (MS)). These forms practically repeat each other, with the exception of a few sections.

Note!For scientific workers, the T-4 form is additionally issued, which is used in scientific, research, scientific-production, educational and other institutions and organizations operating in the field of education, science and technology.

Is it necessary to keep a personal card? The need to maintain this document is indicated by clause 12 of the Rules for maintaining and storing work books, approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225 “On work books”, according to which with each entry made in the work book about the work performed, transfer to another permanent employment and dismissal, the employer is obliged to familiarize its owner with a signature in his personal card, which repeats the entry made in the work book. Yes and Guidelines on maintaining military records in organizations, approved by the General Staff of the Armed Forces of the Russian Federation on April 11, 2008, indicate that it is in the T-2 form that military records of conscripts and military-liable employees are maintained.

Meanwhile, some experts believe that in connection with the entry into force of the Federal Law of December 6, 2011 N 402-FZ “On Accounting”, an institution has the right to independently develop a form of a personal card, since the obligation to use unified forms from Resolution No. 1 has been cancelled. But that's not true. Article 9 of the said law states that the forms of primary accounting documents for public sector organizations are established in accordance with the budget legislation of the Russian Federation. Currently, no other form of personal card has been established, therefore organizations and institutions financed from various budget levels must use the T-2 or T-2GS (MS) form.

Card design

According to the Instructions for the use and completion of forms of primary accounting documentation given in Resolution No. 1, personal cards are filled out by a personnel service employee for all employees (permanent, temporary, part-time) on the basis of an order (instruction) for employment (form T-1 or T -1a) and documents submitted by the employee in accordance with Art. 65 Labor Code of the Russian Federation:

— passport or other identity document;

— work record book, with the exception of cases when an employment contract is concluded for the first time or the employee starts working on a part-time basis;

— insurance certificate of state pension insurance;

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

- a document on education, qualifications or special knowledge - when applying for a job that requires special knowledge or special training;

- other documents, the need for presentation of which is provided for by federal laws, decrees of the President of the Russian Federation and decrees of the Government of the Russian Federation.

The employee provides the remaining information to fill out the card when applying for employment independently.

The question of what form - paper or electronic - to keep the card also faces employers, but the Guidelines do not answer this question. We believe that filling out a personal card in paper form is inevitable, since the employee must be familiar with some records against his signature.

Rules for entering information

If you look at the first and second pages of the form, you can see fields for entering codes. Do I need to fill them out? Yes need. To do this, you need to use the following classifiers:

— OKATO (All-Russian Classifier of Objects of Administrative-Territorial Division OK 019-95), approved by Resolution of the State Standard of the Russian Federation dated July 31, 1995 N 413;

— OKIN (All-Russian Classifier of Population Information OK 018-95), approved by Resolution of the State Standard of the Russian Federation dated July 31, 1995 N 412;

— OKSO (All-Russian Classifier of Specialties in Education OK 009-2003), approved by Resolution of the State Standard of the Russian Federation dated September 30, 2003 N 276-st;

— OKPDTR (All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Classes OK 016-94), approved by Resolution of the State Standard of the Russian Federation dated December 26, 1994 N 367.

If these pages are filled in electronic form(usually using software products, for example, 1C), then all the classifiers are already installed in them, so the personnel officer can only select the required value from the proposed lists.

Note.If an employment contract for internal part-time work is concluded with an employee, he is assigned a second personnel number and a separate personal card is filled out.

So, in the header of the form the name of the organization is given, which is taken from the constituent documents, as well as in the columns:

— “Date of compilation”—indicates the date the personal card was filled out, which may differ from the date the employee was hired. We recommend not to delay filling out your personal card and to issue it no later than a week from the date of employment (by analogy with clause 10 of the Rules for maintaining and storing work books);

- “Personnel number” - is assigned to the employee upon admission and does not change when transferred or moved from one structural unit to another;

— “Taxpayer Identification Number” and “State Insurance Certificate Number” — are filled in on the basis of documents submitted by the employee;

— “Alphabet” — filled in to organize the cards. To do this, enter the first letter of the employee’s last name;

- “Nature of work” - if the employment contract is concluded for a certain period, it is indicated “temporarily”, if it is indefinite - “permanently”;

- “Type of work” - in case of concluding an employment contract for part-time work, we write “part-time”, if not, “main”;

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

Now let's move on to the sections of the personal card.

Section I "General Information"

This section is intended for entering the employee’s personal data - passport data, information about education, citizenship, whether he is married.

But first of all, we fill out the “Employment contract” column, indicating in it the date and number of the contract concluded with the employee.

Based on your passport data, fill out points one through four:

A) last name, first name and patronymic are given in the nominative case in full;

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

D) the following entries can be made in the “Citizenship” column:

- citizen Russian Federation(code "1");

— citizen of the Russian Federation and a foreign state (code “2”);

- foreign citizen (code “3”) - indicating the name of the state (for example, “foreign citizen (Republic of Tajikistan)”);

— stateless person (code “4”) — indicated upon presentation of a residence permit.

When filling out clause 5 “Knowledge of a foreign language” section. Form I indicates the degree of knowledge of the language: “I speak fluently”, “I read and can explain myself”, “I read and translate with a dictionary”.

Item 6 “Education” is filled out on the basis of educational documents. Entries can be as follows: “secondary vocational education (technical school/college)”, “higher education (university/academy/institute)”, etc. The following are entered:

— names of educational institutions;

— information about the document confirming receipt of education;

— year of graduation;

- direction or specialty according to the educational document.

Note.Separate lines are provided for postgraduate education.

If there is room for everyone to enter educational organizations not enough, can be issued loose leaf A4 format, on which to write down all the necessary data.

When filling out clause 7 “Profession”, you must indicate your profession without abbreviations based on a document confirming its existence. IN regulatory documents it does not say which profession of the employee (if he has several professions) should be indicated as the main one. We believe that it is most logical to indicate as the main profession the profession that is of greatest interest to the employer and for which the employee is hired. It is recommended to indicate as “other” all professions available to the employee (this information may be necessary when deciding on a transfer to another suitable job, for example, when staffing is reduced and in other cases provided by law).

Paragraph 8 contains data on length of service - general, continuous and giving the right to a bonus for length of service (the T-2GS (MS) card additionally provides a line for length of service in the state (municipal) service for additional payment to the pension). In any case, length of service is calculated based on entries in the work book and (or) other documents confirming the relevant length of service. The calculation procedure can be borrowed from 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 dates and start dates of work 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 day to the duration of the total length of service for each case of dismissal.

For your information.Married status (clause 9) is filled out in accordance with OKIN (for example, “Never married”, “Registered married”, “widower”), not allowing wording such as “single” or “married”.

In the “Family composition” column, it is necessary to indicate only the immediate relatives with whom the employee lives. This could be a mother, father, brother, husband, daughter, etc. To fill out clause 11 “Passport”, you need to enter the details of your identity document in your personal card. And the information from the stamp about the place of registration must be entered into clause 12 “Residence address: according to the passport.” If the place of actual residence differs from registration, according to the employee, “Residence address: actual” is filled in.

Section II “Information on military registration”

The main documents on the basis of which this section is filled out are a military ID (or a temporary certificate issued in place of a military ID) and a certificate of a citizen 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”, etc.);

— 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 the letters - A (fit for military service), B (fit for military service with minor restrictions), C (limitedly fit for military service) or 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.

For citizens subject to conscription for military service:

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

- in paragraph 5 “Category of fitness for military service” the 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 ) or D (unfit for military service) - based on the entry in the certificate of a citizen subject to conscription for military service.

In paragraph 8 of section. II of the personal card of a citizen who has reached the age limit for being in the reserve, or a citizen declared unfit for military service due to health reasons, the mark “Removed from military registration due to age” or “Removed from military registration due to health reasons” is made in the free line.

At the end 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”

From the title of this section it is already clear what entries are to be made in it. The first of these will be a record of the employee’s employment, made on the basis of an employment order (form T-1 or T-1a). In the future, records of all employee transfers to another job will be made here. Please note that the employee must be familiarized with the records in this section against his signature.

Section IV "Certification"

This section is completed if the institution conducts certification of employees. In particular, it indicates the date of certification, the decision of the certification commission and details of the minutes of the commission meeting (date and number). In addition, in the “Bases” column, a reference is made to the order for certification or the order on the results of certification.

Note!In the personal card of a state (municipal) employee (form T-2GS (MS)) section. IV is intended for entering information about assignment qualification category, class rank, diplomatic rank, military rank. Entries are also made in it on the basis of documents confirming receipt of rank, rank and title, with the obligatory familiarization of the employee against signature. Accordingly, the numbering of subsequent sections in the card according to the T-2GS (MS) form is shifted.

Section V “Advanced training”

Data on advanced training are recorded on the basis of documents submitted upon hiring or submitted by the employee during his working career. In this section you need to indicate:

— start and end dates of training;

— type of advanced training;

— name of the educational institution and its location (institute for advanced training of the ministry (department), faculty for advanced training at a higher educational institution, faculty for advanced training at a secondary vocational educational institution, institute for advanced training, etc.);

— type of document (certificate, identification) and its data (number and date of issue).

In the “Bases” column, you can indicate the details of the order to send the employee for advanced training, or you can not write anything (if the employee independently improved his qualifications).

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
	2	3	4	5	6	7	8
10.11.2013	20.12.2013	Short term	FSBEI "Intersectoral	Certificate	VII	22.12.2013	Order
		Courses	Institute of Promotion		123456		From 01.11.2013
			Qualifications and				N 27
			Personnel retraining
			NNGASU", Nizhny
			Novgorod

Section VI “Professional retraining” is filled out similarly to section. V “Advancement of qualifications”.

Section VII "Awards (encourages), honorary titles"

Let’s say right away that in the card in the T-2GS (MS) form this section is numbered VII and is called “State and departmental awards, honorary titles.” However, no matter what this section is called, it must indicate the name of the award or encouragement (certificate, medal, etc.), as well as the details of the document on the basis of which the employee was rewarded.

Please note that information about bonuses provided for by the remuneration system is not included in this section.

Section VIII "Vacation"

This section is provided to account for all leaves granted to the employee during his working life in a particular institution. The basis for making entries are orders for granting leave.

Let us emphasize the peculiarity of filling out this section: based on the order, only the start date of the vacation is entered, and the end date is entered after the employee actually returns from vacation. This is due to the fact that if an employee is recalled from vacation or its extension, the end date may be different than that specified in the order granting vacation.

Do not forget to take into account unpaid vacations here, since their duration affects the calculation of length of service giving the right to annual basic paid leave (Article 121 of the Labor Code of the Russian Federation).

Section IX “Social benefits to which the employee is entitled in accordance with the law”

Entering information in this section will allow the HR employee to monitor the provision of benefits and guarantees specified by law. The information is entered on the basis of a document submitted by the employee - a certificate of disability, etc. We recommend specifying a federal law or other regulatory act that provides for a benefit or guarantee as the basis for the benefit.

Section X"Additional information"

For completeness of accounting, where necessary, other information about the employee is indicated here, for example, the presence of a driver’s license, the MSEC conclusion on the conditions and nature of work.

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

This is the last section of the card, which is filled out only when an employee leaves. The basis for termination of the employment contract or dismissal is entered into it, the date of dismissal and details of orders (instructions) regarding this are indicated. Please note that the entry in this section is certified by the signature of not only the employee, but also the personnel officer.

Summarize

As you can see, there is nothing complicated in designing a personal card. If there is a need to change information about an employee (for example, last name or passport details), you need to cross out the previous information with one line, and then (above the crossed out one or if there is free space next to it) write down a new one indicating the date of correction. We consider this order to be optimal. There are no special rules regulating making changes to a personal card.

Since personal cards must be kept in the organization for 75 years and their maintenance quite often becomes the subject of inspection by the State Tax Inspectorate, do not neglect the requirements of the law and prepare these documents: spend half an hour instead of further proceedings with the State Tax Inspectorate and the court.

A personal card is the main accounting document that contains the personal data of an employee. The form of personal card No. T-2 was approved by Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1. Personal cards for employees must be maintained by all companies, regardless of organizational and legal forms. Employee personal card is issued for each employee hired by the company under an employment contract. It is started upon hiring and maintained throughout the entire period of his employment in the company. With the dismissal of an employee personal card t 2 is closed, but continues to be stored in the company.

Is it possible not to issue personal cards, but instead to conduct personal affairs?

No you can not. The company is not obliged to draw up personal files for employees, while a personal card of form No. T-2 is a mandatory document. It is directly mentioned in the “Rules for maintaining and storing work books” (clause 12). It says that the personal card of the T-2 form repeats all the entries from the work book about hiring, transfers and dismissal. The employer is obliged to familiarize the employee with each such entry against a signature in the personal card.

What documents are needed to fill out a personal card?

To fill out the T-2 form you need employee hiring order and personal documents of the employee, namely:

• employment history;
• passport;
• military ID (for those liable for military service);
• document confirming graduation from an educational institution;
• certificate of state pension insurance;
• certificate of registration with the tax authorities;
• other documents (for example, a medical record, driver’s license, documents confirming advanced training, state awards, disability, etc.). In addition, information will be needed that cannot be gleaned from documents. Contact telephone number, family composition, dates of birth of relatives, level of foreign language proficiency - the employee must provide all this information about himself. Therefore, it is necessary that he be present when issuing a personal card.

Do not trust filling out form No. T-2 to the employee himself, and fill it out only with your own hand. Personal card - document strict reporting and you are responsible for its correct execution.

The personal card 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).

In each of these sections there are columns where you need to record information about the employee. And in the first section (General Information) there are also windows for encoding information. Codes for filling out a personal card can be found in the information classifiers:

• OKIN (All-Russian Classifier of Population Information OK 018-95), approved by Decree of the State Standard of the Russian Federation of July 31, 1995 No. 412;
• OKSO (All-Russian Classifier of Specialties in Education OK 009-2003), approved by Decree of the State Standard of the Russian Federation of September 30, 2003 No. 276-st;
• OKPDTR (All-Russian classifier of workers' professions, employee positions and tariff categories OK 016-94), approved by Decree of the State Standard of the Russian Federation of December 26, 1994 No. 367;
• OKATO (All-Russian Classifier of Objects of Administrative-Territorial Division OK 019-95), approved by Decree of the State Standard of the Russian Federation of July 31, 1995 No. 413.

Is it necessary to encode information in a personal card?

Not necessary. Coding is intended for automated data processing and statistical accounting. It was introduced when universal computer programs for personnel officers did not yet exist. Using a computer that read codes from documents, it was possible to count the number of employees and divide them into categories (level of education, profession, etc.). Now such processing is practically not carried out anywhere. Even if personnel officers use special computer programs, which automatically put codes on a personal card, the codes themselves have lost their original meaning. But remember that columns cannot be deleted from unified forms. Therefore, if you are not encoding information, do not remove the code windows, but simply leave them blank.

Beginning of the form and section "General information"

First, the name of the company is indicated in accordance with the charter and other constituent documents. In the upper right corner you need to enter the company code according to OKPO (your chief accountant knows it). Write the date you filled out your personal card digitally, for example, 08/11/2006.

• personnel number (it is assigned to the employee upon acceptance of the job and does not change during transfers and movements within the organization);
• taxpayer identification number - TIN. If the employee has not been assigned one, leave the cell blank;
• number of the state pension insurance certificate;
• alphabet (first letter of the employee’s last name);
• nature of work (permanent or temporary);
• type of work (main or part-time);
• gender (male, female).

Now we have to fill out the most voluminous section of the T-2 form - “General information.” First of all, in a special cell, indicate the number and date of the employment contract concluded with the employee.

POINT 1. LAST NAME, FIRST NAME, PATRONICAL NAME.” Carefully copy down the information from the employee’s passport. First and middle names must be indicated in full. Try to leave space on the lines for future changes to your personal data (this is especially true if you are filling out a woman’s personal card).

POINT 2. “DATE OF BIRTH.” The month of birth is written in letters, and the date and year are written in numbers. On the right side in the code cell, write your date of birth digitally.

POINT 3. “PLACE OF BIRTH.” Recorded in accordance with the passport. If you are encoding data in the T-2 form, then to fill out point 3 you will need OKATO.

POINT 4. “CITIZENSHIP.” There are standard wordings for citizenship records. They are contained in OKIN. And even if you do not encode the information in your personal card, the entry in the text field of paragraph 4 must strictly correspond to this classifier.

Formulations of citizenship records

Formulation	OKIN code
A citizen of Russian Federation	1
Citizen of the Russian Federation and a foreign state (dual citizenship)	2
Foreign citizen	3
A stateless person	4

What should I write in paragraph 4 of my personal card if the employee has dual citizenship?

In this case, indicate in brackets the second country of which the employee is a citizen. For example: “Citizen of the Russian Federation and a foreign state (Poland).” In personal cards foreign citizens It is also necessary to indicate the country: “foreign citizen (of the Republic of Belarus).”

POINT 5. “KNOWLEDGE OF A FOREIGN LANGUAGE.” When filling out this item, you must also adhere to the generally accepted formulations of OKIN, which are given in the table below. It is better to indicate the degree of knowledge of the language in the first person singular: “I speak fluently”, “I read and translate with a dictionary”. If you are putting down codes, keep in mind that there are codes not only for degrees of language proficiency, but also for the languages ​​themselves. For example, at in English code 014, French - 213, Italian - 070, German - 135. Therefore, you need to enter both codes, separating them with several spaces.

Wording of language proficiency records

POINT 6. “EDUCATION”. There are several levels of education (they are also called educational qualifications). Levels of education along with their designation codes are listed in OKIN. The table below shows educational levels with explanations and codes. If an employee has presented you with a certificate of postgraduate education, you will need to fill out the corresponding block in the “Education” section.” At the same time, remember that postgraduate studies, residency, and postgraduate studies correspond to code 01, and doctoral studies - code 02 (according to OKIN). Leave the OKSO code window empty, since OKSO does not have codes for postgraduate education specialties.

Levels of education (educational qualifications)

The level of education	What does it mean	OKIN code
Primary (general) education	The employee completed three or four years of secondary school and did not study any more, or did not complete his studies until the end of the 9th grade (under the 11-year system school education) or 8th grade (with a 10-year school system)	02
Basic general education	The employee completed 9 classes of secondary school (with an 11-year school system) or 8 classes (with a 10-year school system) and received a certificate	03
Secondary (complete) general education	The employee graduated from high school, gymnasium or lyceum (grades 11 or 10) and received a certificate	07
Primary vocational education	The employee graduated from a vocational school (vocational school) and received a certificate	10
Secondary vocational education	The employee graduated from a specialized secondary educational institution (technical school, college or school) and received a diploma	11
Incomplete higher education	The employee has completed three or more courses at a university (institute, university or academy) and has not studied any further or is continuing his studies	15
Higher education	The employee graduated from a university (institute, university or academy) and received a diploma	18
Postgraduate education	The employee completed residency, postgraduate, postgraduate or doctoral studies and received a diploma	19

If a student who has not yet graduated from a university gets a job, how do you fill out the “Education” item in your personal card?

If an employee is studying in the fourth, fifth or sixth year of a university, a record of incomplete education is made on the basis of a certificate from the educational institution, student card or grade book. And if a student has just entered an educational institution and is studying elementary courses, then the education that he has at the time of applying for a job must be recorded on his personal card. Let’s say a student graduated from high school before entering a university. This means he has a basic general education. The item “Education” is also filled out in the same way for students who have not yet graduated from an educational institution of secondary vocational education.

POINT 7. “PROFESSION”. This paragraph reflects information about what profession the employee has. Moreover, you need to enter not only your main profession, but also other professions (if any). The main profession is usually the one that is of greatest interest to the company, or the profession in which the employee has gained the most experience. To code your profession you will need OKPDTR.

POINT 8. “WORKING EXPERIENCE.” Experience - general, continuous and giving the right to benefits - is calculated on the basis of entries in the work book or other supporting documents (employment contracts, certificates from places of work, etc.). TOTAL WORK EXPERIENCE is calculated as follows: first you need to write out all dates of hiring and all dates of dismissal from the employee’s work book. Then add these dates separately. You will get two amounts - the first will consist of the dates of hiring, and the second - of the dates of dismissals. The next step is to subtract the first from the second amount. With this calculation, one day is lost in each period. This means that after the calculation, you need to add to the resulting number as many days as there were hiring and firing periods. If, as a result of calculating the length of service, a negative number of months or days is obtained, then from the number of years the breakdown is 12 months, and from the number of months - 30 days. The number obtained after all calculations is converted into years, months and days, taking into account that on average there are 30 days in a month, and 12 months in a year.

Example

Engineer V.A. Danilov’s work book records three periods of hiring and dismissal:
- from May 27, 1996 to March 13, 2003, he worked as an engineer at FSUE lKontakt;
- from March 19, 2003 to January 31, 2004, he was a project manager at ZAO lAlbatros”;
- from February 1, 2004 to August 4, 2006, he held the position of head of a department at lRim LLC, and on August 11, 2006, he began working at lAlfa CJSC.”
Let's summarize the hiring dates:
05/27/1996 + 03/19/2003 + 02/01/2004 = 10/47/6003 Then we summarize the dates of dismissals from work:
03/13/2003 + 01/31/2004 + 08/04/2006 = 12/48/6013 Now, from the sum of the dismissal dates, subtract the sum of the hiring dates:
12/48/6013 - 10/47/6003 = 02/01/0010 (10 years, 2 months and 1 day).

We add 3 more days to the resulting number of days, since the employee had 3 hiring and dismissal periods. It turns out that the total work experience of V.A. Danilova is 10 years, 2 months and 4 days.

To calculate CONTINUOUS WORK EXPERIENCE, you need to check the duration of the breaks between the dates of dismissal and hiring. In this case, one must be guided by the rules for calculating the continuous work experience of workers and employees when assigning benefits under the state social insurance", approved by Resolution of the USSR Council of Ministers of April 13, 1973 No. 252. If an employee was fired for a culpable reason (absenteeism, showing up to work while intoxicated, etc.), the length of service is interrupted in any case.

Example

In the work book of engineer Danilov (see previous example) we see that he had three breaks between his dismissal and his placement at new job: from March 13 to March 19, 2003, from January 31 to February 1, 2004 and from August 4 to 11, 2006. In all three cases, the breaks did not exceed 21 calendar days. This means that Danilov’s continuous experience will be the same as his general one - 10 years, 2 months and 4 days. And if, say, an employee got a new job not on March 19, but on May 19, 2003, the length of service would be interrupted and begin to flow again. Then it would be equal last period continuous work of the engineer - from May 19, 2003 to August 4, 2006 - and would be 3 years, 2 months and 17 days (calculation was made according to the scheme given in the previous example).

POINT 9. “MARRIAGE STATUS.” It is filled out on the basis of the passport, and if there are no corresponding marks there, then according to the employee. The OKIN contains standard formulations of a citizen’s marital status. They are shown in the table below along with the codes.

Formulations for marital status records

Marital status	Code by OKIN
Never been (was) married	1
Is in a registered marriage	2
Is in an unregistered marriage	3
Widower (widow)	4
Divorced (divorced)	5
Broke up (broke up)	6

POINT 10. “FAMILY COMPOSITION.” BY general rule, the closest relatives indicated in this paragraph are considered to be parents, spouses, children, siblings, as well as persons in whose care the employee was or is.

ITEM 11. “PASSPORT.” This paragraph indicates the employee’s passport details.

POINT 12. ADDRESS OF RESIDENCE.” This paragraph contains very important information. You will certainly need it in order, for example, to find a missing employee, send him a notice or work book by mail, and also to urgently call him back from vacation. Ask the employee to provide as many contact numbers as possible - home, mobile, part-time work phone.

How to fill out clause 12 if the employee does not live where he is registered?

In this case, leave the line for the actual address empty - after all, the employee may well move without changing registration. Then you simply enter in this line the address at which he actually began to live.

How to correctly make corrections in a personal card? Is it possible to cover up inaccuracies with a stroke corrector?

No, information on a personal card cannot be covered with correction fluid, covered with paper, or erased with an eraser. If you made a mistake when filling out your personal card, it is better to redo it. And if an error is discovered some time after filling out and it is not practical to rewrite the card, correct the incorrect entry as follows. First, carefully cross out the incorrect entry with one line. Then, above or next to this entry, make the correct one and write the word “corrected.” Sign the correction and ask the employee to sign it. Don't forget to indicate the date of correction just below.

When filling out the “Place of Birth” and “Address of Place of Residence” items in the first section of your personal card, use generally accepted abbreviations for the names of address objects. They are shown in the table below.

Common abbreviations
names of address objects

Types targeted objects	Abbreviation	Types targeted objects	Abbreviation
Autonomous Okrug	JSC	Sloboda	sl.
Autonomous region	Aobl.	Station	Art.
City	G.	Khutor	X.
edge	edge	Alley	alley
Region	region	Boulevard	b-r
Republic	Rep.	Entry	entry
Area	district	Road	dor
Ulus	St.	Livestock dot	railway
Village urban type	town	Check-in	check-in
Workers' (factory) village	rp	Quarter	kv-l
Resort village	kp	Ring	ring
Suburban village	dp	Line	line
Parish	parish	Embankment	emb.
Aal	aal	A park	a park
Vyselki (ok)	high	Moving	moving
Aul	aul	Lane	lane
Village rural type	P.	Planning area	etc
Railway booth	railway booth	Area	please
Village	d.	Square	pl.
Village and (at) station(s)	p/st.	Pochinok	repairs
Railway barracks	railway barracks	Directions	travel
Railway fast	railway post	Prosek	clearing
Railway siding	railway station	Country road	country lane
Railway station (overtaking) point	railway op	Avenue	pr-kt
		Alley	alley
Railroad station	railway station	Departure	rzd
Industrial zone	industrial zone	Stanitsa	st-tsa
Village	With.	Territory	p.
Zaimka	borrowing	Structure	ter.
Barracks	barracks	Tract	tract
Village	To.	Dead end	stupid
Place	m.	Street	st.
Microdistrict	microdistrict	Plot	school
Locality	np	Highway	w.
Island	island

Section "Information on military registration"

This is the only section, the completion of which is described in detail in the instructions for the use and completion of forms of primary accounting documentation for recording labor and its payment” (approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1).

All citizens entering work are divided into those liable for military service and those not liable for military service. In turn, those liable for military service are either citizens who have already served, who are in the reserves, or future conscripts. The section on military registration is filled out only for persons liable for military service.

The second section of the T-2 form is filled out differently for reserve officers and for those who have not reached the rank of officer. What military ranks are not officer ranks?

In the army, soldiers, sergeants and warrant officers are not officers, and in the navy - sailors, foremen and midshipmen (Article 46 of the Federal Law on Military Duty and Military Service" dated March 28, 1998 No. 53-FZ).

To fill out the second section of your personal card, you will need either a military ID (a temporary ID issued in place of a military ID) or an ID of a citizen subject to conscription. The information that needs to be entered into the paragraphs of the second section is presented in the table below.

Rules for filling out the second section of your personal card

Paragraph	How to fill out
Stock category	Not to be filled out for reserve officers and future conscripts. In other cases, the number 1 or 2 is put in accordance with the data on the military ID.
Military rank	To be completed for all persons liable for military service. The former military man writes in his personal card military rank according to the military ID, and the future conscript makes a note: “Subject to conscription.”
Composition (profile)	It is not filled out for conscripts. For those who have not risen to the rank of officer, the composition is written in this paragraph, for example, “Soldiers”, “Sailors”, “Ensigns”. For officers, instead of composition, you need to indicate the profile - “Command”, “Medical”, etc.
Full code designation VUS	VUS is a military specialty. You will find its code on the employee’s military ID. This item is not completed for future conscripts.
Category of suitability for military service	Only the letter is entered, without decoding: 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 - unfit for military service.
Name of the military commissariat at the place of residence	The name of the military registration and enlistment office where the employee is registered.
Registered with the military	Filled out if the military ID contains marks on mobilization orders or if the employee is booked for the period of mobilization and during wartime (in this case, he must have the appropriate ID). All entries in paragraph 7 must be made in pencil.
Mark on removal from military registration	If an employee has reached the age limit for being in the reserves or is declared unfit for military service due to health reasons, a note must be made in paragraph 8: “deregistered from military registration due to age” or deregistered from military registration due to health reasons.”

Section lRecruitment,
transfers to another job"

The section begins with a record of employment with the company and is filled out simultaneously with the employee’s work book. Entries are made in accordance with the employment contract, orders for admission and transfers. Here you need to provide the following information:

• date of reception (transfer);
• the structural unit to which the employee is hired or transferred;
• position (specialty, profession), rank, class (category) of qualifications;
• salary or tariff rate, allowance.

In the “Bases” column, you must write the date and number of the hiring (transfer) order. And finally, you must ask the employee to sign in the column "Personal signature of the owner of the work book."

Sections “Certification”,
lAdvanced training",
lProfessional retraining"

Section "ATTESTATION" must be filled out if the company conducts certification of employees (see chapter "Certification"). First, the date of certification is indicated, then the decision of the certification commission is briefly written down, and the date and number of the minutes of the commission meeting are also given. In the “BASE” column you should write the date and number of the order for certification. The certification commission not only makes a decision on the employee’s suitability or non-compliance for the position held, but also makes recommendations to the general director (for example, send the employee for training, increase his salary, transfer him to another position). These recommendations can also be reflected in this section.

The section “DEVELOPMENT OF QUALIFICATIONS” usually contains data on long-term training in an educational institution for further training (over 100 hours). After completing such training, the employee receives a certificate, certificate or diploma of the established form.

PROFESSIONAL RETRAINING is acquiring an additional profession. Moreover, we are talking about training on the basis of higher education and in the amount of at least 500 academic hours. The sixth section of the personal card is filled out on the basis of a diploma or certificate of professional retraining.

Does professional development include short-term training (one- or two-day seminars attended by the employee)?

Yes, it does ("Model Regulations on an Educational Institution of Additional Professional Education", approved by Decree of the Government of the Russian Federation of June 26, 1995 No. 610). However, it is not necessary to record absolutely all the seminars that he attended in the employee’s work book and personal card, otherwise there may not be enough space in the relevant sections.

How to fill out the seventh section of the personal card “Awards (incentives), honorary titles”?

This section takes into account both incentives from the company and government awards. In the appropriate columns you must indicate the name of the award, the number and date of the order or other award document (for example, a decree of the President of the Russian Federation on conferring a state honorary title). This section also duplicates information about awards from the employee’s work book. Clause 24 of the “Rules for maintaining and storing work books” contains a complete list of awards, information about which must be entered in the work book, and therefore in the employee’s personal card.

Sections “Vacation”, “Social benefits”, “Additional information”

In the "Vacation" section, all types of leaves are recorded (annual, educational, without pay, etc.). Remember that in the “Period of work” column, in any case, you must indicate the full working year for which the vacation is granted. The basis is either a vacation schedule or a vacation order.

If an employee takes part of the annual paid leave, then make a note about this in the “Type of leave” column. In addition, you need to mark on your personal card the moment when the vacation for a given working year is fully used. This will help you account for vacations more accurately.

If employees present to the HR department documents according to which they are legally entitled to any social benefits related to employment relationships, you have grounds to fill out the ninth section of your personal card “Social benefits.” This could be a certificate of disability, a certificate of the presence of a disabled child, a certificate of war veteran, a certificate stating that the employee is a donor, etc. We recommend indicating as a basis the normative act (law) that gives the employee the right to a benefit .

The section of the personal card “Additional information” is intended for information not included in other sections. Here you can mention a driver’s license, training that has not yet been completed, a foreign passport, etc.

Section Grounds for termination
employment contract (dismissal)"

While the employee works in the company, the last, eleventh, section of the personal card remains blank. And when he resigns, here you will need to enter the basis for dismissal with reference to the relevant article of the Labor Code of the Russian Federation, indicate the date of dismissal, as well as the number and date of the order to terminate the employment contract. Close the personal signature card of the personnel officer and employee.

The employee changed her last name due to marriage. To change the last name on a personal card, do I need to enter into an additional agreement with her to the employment contract?

No, don't. Since the employee’s surname is not an essential condition of the employment contract, but refers to information about the employee, changing it does not entail the obligation of the parties to enter into an additional agreement. IN in this case to make changes to personnel documents(personal card, time sheet, etc.) and an order is issued to the accounting documents to make changes to the specified documents in connection with the change of the employee’s last name. The basis for issuing the order is the marriage certificate issued by the registry office.

When issuing an order to change an employee’s last name in a personal card and other accounting documents, do not use the wording: “on such and such a date, Ivanova shall be considered Petrova,” since it does not reflect the essence of the changes.

You also cannot write: “Change the surname of the senior inspector of the personnel department Ivanova to the surname of Petrov,” since the surname of a citizen is changed by the registry office department, and not the personnel service. The correct wording of the order to change the surname (first name, patronymic) sounds like this: “Change the surname of the senior inspector of the personnel department Maria Ivanovna Ivanova in the accounting documents to the surname of Petrov. Reason: personal statement of the senior inspector of the HR department Ivanova M.I. and a copy of the marriage certificate.”

The employee's personal card has undergone natural aging. Is it possible to get a new personal card?

You can re-register it. A personal card form T-2 is issued when an employee is hired. And in accordance with paragraph 12 of the “Rules for maintaining and storing work books,” you are obliged to familiarize the employee with each entry made in the work book against a signature in his personal card. When personal cards become dilapidated and unusable, the decision to reissue them is made by the head of the company. Such a decision must be formalized by order of the manager and familiarized with it to all employees against signature.

How to store employee personal cards in the HR department?

Since personal cards contain personal data of employees, you need to store them in a safe or cabinet that can be locked with a key. Free access of personnel to these documents must be excluded.

Personal cards of working employees are systematized using separators by structural divisions, and internally - alphabetically. The personal cards of those dismissed are confiscated and stored separately. They are arranged by year of dismissal, and inside - also alphabetically. The storage period for personal cards of dismissed employees is 75 years.

Download free programs for automating personnel accounting, calculating length of service, document flow, accounting for contracts and clients (CRM system)

Program name	Program description	Scope of the program

* Time sheet f.T-12
Personal card - form No. T-2 is filled out on the basis of an order (instruction) on hiring for workers of all categories.
The T-2 personal card form was approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for labor accounting and its payment.”
The personal card is filled out by a HR employee. The employee for whom the personal card was filled out confirms the authenticity of the information contained in the card by signing at the end of Section II, on the second page of the personal card.
To fill out a T-2 personal card, the following employee documents are required:

1) passport (or other identification document);
2) work book;
3) military ID;
4) document confirming graduation from an educational institution:
5) insurance certificate of state pension insurance;
6) certificate of registration with the tax authority;
7) order for employment.

The rest of the information is entered based on the information provided by the employee.
Rules for filling out form No. T-2

1) The name of the organization is indicated in full. The abbreviated name is indicated if it is enshrined in the constituent documents.
Please be careful to spell the name of the organization correctly.
For example, three various options spelled LLC "PARUS", "Parus", "PaRus".
2) The employee’s personnel number must contain no more than six digits. It is assigned to each new hire or employee and does not change with any movement of the employee within the organization until his dismissal.
3) The taxpayer identification number and the number of the state pension insurance certificate are indicated in accordance with the certificate of assignment of the TIN and the state pension insurance insurance certificate.
4) In the “Alphabet” column the first letter of the employee’s last name is indicated.
5) The nature of the work is indicated: “permanently”, “temporarily”.
6) Type of work (main, part-time) is recorded in full
7) Gender is indicated by the letter “M” or “F”.
8) Last name, first name, patronymic are written down in full.
9) The date of birth is established on the basis of a passport or other identity document and is written in full in the text area, for example: “November 10, 1975.” The code is indicated in numerical format: “11/10/1975”.

When indicating your place of birth, the following must be taken into account:
the length of the entry, including spaces and punctuation marks, should not exceed 100 characters; districts and regions are written in the genitive case, without commas, with the following abbreviations:
city ​​- city, village - village, edge - kr., okrug - env., region - region, village - village, district - rn., station - station;
the words - aul, kishlak, village, village - are written in full.
10) The code of place of residence is determined according to the All-Russian Classifier of Objects of Administrative-Territorial Division 0K 019-95, approved by Resolution of the State Standard of Russia dated July 31, 1995 No. 413 ( OKATO).
11) Citizenship is written without abbreviations. Recording of citizenship and its coding is carried out according to the All-Russian Classifier of Information on the Population 0K 018-95, approved by Resolution of the State Standard of Russia dated July 31, 1995 No. 412 ( OKIN).
Citizenship of the Russian Federation is indicated by code 1, dual citizenship is indicated by code 2, foreign citizenship is indicated by code 3, and lack of citizenship is indicated by code 4.
12) The languages ​​spoken by the employee are indicated in full without abbreviations.
The degree of knowledge of the language in text form is indicated as follows:
- read and translate with a dictionary - code 1;
- I read and can explain myself - code 2;
- I speak fluently - code 3.
When coding the column “Knowledge of a foreign language”, two codes are indicated, with the first indicating the language code, the second - the degree of knowledge of it.
13) Education is recorded and coded according to OKIN and the All-Russian Classifier of Specialties in Education, approved by Decree of the State Standard of Russia dated December 30, 1993 No. 296 ( OKSO).
According to OKIN, education is coded as follows:
- primary (general) education - code 02;
- basic secondary education - code 03;
- secondary (complete) general education - code 07;
- primary vocational education - code 10;
- secondary vocational education - code 11;
- incomplete higher education - code 15;
- higher education - code 18;
- postgraduate education - code 19.
Sometimes in practice problems arise with how to create a record of an employee’s education if it is not completed.
How Correctly record information about incomplete education.

A record of the employee's education, if it is not completed

Type of education according to classification

Completed fifth or sixth grade of secondary school
- Graduated from the seventh, eighth or ninth grade of secondary school
- Studying at a higher educational institution, but not graduating from it

Completed several courses at a higher educational institution, but was forced to interrupt it, or is studying in the third year
- Completed three years of higher education
- Studying at a secondary specialized educational institution (technical school, college), but not graduating from it

Graduated from high school, school with in-depth study of any subject, lyceum, gymnasium
- Graduated from a vocational school or an equivalent educational institution

Elementary education

Incomplete secondary education

Basic general or secondary vocational education (depending on what education you had at the time of admission to a higher educational institution)

It records how many courses have been completed or what course is being studied.

Incomplete higher education
- Secondary (complete) general or incomplete secondary vocational education (depending on what kind of education you had at the time of admission to a secondary specialized educational institution)
- Secondary (complete) general education

Primary vocational education

When making an entry about the name of an educational institution, abbreviations of words are allowed that do not distort the meaning of the name.
In the case where the name of the educational institution includes the word “name”, you should write “name”; if this is followed by the word “professor”, “academician” or something else, then you should write “to them.” professor", "im. academician”, etc.
Orders are not indicated in the names of educational institutions.
All information about education (qualification, direction or specialty) is established on the basis of a diploma or other document on education.
The free lines in the education section are intended for the name and date of graduation of the second educational institution of higher or secondary vocational education. If an employee graduated from two secondary or two higher educational institutions in different specialties, both educational institutions are recorded.
14) Diploma qualifications are indicated in the following order:
- for graduates of a higher educational institution - “bachelor”, “master”, “specialist”. For the qualifications “bachelor” and “master” the direction is indicated, and for the qualification “specialist” the specialty is indicated;
- for those who have graduated from a secondary educational institution - “technician”, “merchandiser”, “accountant”, “manager”, etc.
15) The profession (main and additional) is indicated in full on the basis of the staffing table and the order (instruction) on hiring.
It is coded in accordance with the All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Grades ( OKPDTR). An additional profession is considered to be one that does not coincide with the main profession, but may be of interest to the organization.
16) Work experience (general, continuous, giving the right to a bonus for length of service, as well as the right to other benefits established in the organization, etc.) is calculated on the basis of entries in the work book and (or) in other documents confirming the relevant length of service.
17) Marital status is recorded and coded according to OKIN.
Marriage information:
- never been married - code 1;
- is in a registered marriage - code 2;
- is in an unregistered marriage - code 3;
- widower (widow) - code 4;
- divorced - code 5.
18) Only family members are indicated as part of the family, indicating the degree of relationship. The closest relatives are considered to be: father, mother, son, daughter, brother, sister, the person in whose care the employee was, and other close relatives living with the employee.
19) Passport details are indicated in strict accordance with the passport.
The residence address is recorded according to the rules for recording the place of birth.
It is necessary to fill in both columns - the address of residence according to the passport, and the actual address of residence, as well as the telephone number of the employee or immediate relatives.

Filling out the section on military registration

The main documents on the basis of which it is filled out section II“Information on military registration” of the T-2 personal card is:
- a military ID (or a temporary certificate issued in place of a military ID), a certificate of a reserve military personnel for citizens in reserve;
- certificate of a citizen subject to conscription for military service.
After filling out the “General Information” and “Military Registration Information” sections, the employee signs the personal card and personally puts down the date to confirm agreement with the entered information.
The HR employee puts his signature, the name of the position and a transcript of the signature, thereby confirming that the entries were made by him personally on the basis of the submitted documents.

Entering information about hiring, certification, advanced training, incentives, vacation, social benefits, etc.

When entering information about hiring and transfers to another job, you must fill out all columns of the table. Information must be entered without abbreviations.
IN section III“Hiring and transfers to another job” information about hiring and transfers to another job is entered on the basis of an order (instruction) on hiring (forms T-1 and T-1a) and an order (instruction) on transfer to another work (form T-5). When filling out this section, the employer must familiarize the employee with the entries made against signature.
When filling section IV“Certification” of the personal card, all columns and columns are filled in. They indicate:
- date of certification;
- decision of the commission, for example: “transfer to a position”, “send for advanced training”, etc.;
- a link to a specific document (usually a protocol of certification results) indicating its number and date.
The “Base” column may be blank. Alternatively, it may indicate an order from the organization to send an employee for certification and/or an order to approve the certification results.
Data on advanced training are recorded on the basis of documents submitted by the employee.
IN section V“Advancement of qualifications” are indicated:
- start and end dates of training;
- type of advanced training;
- name of the educational institution (institute for advanced training of the ministry (department), faculty of advanced training at a higher educational institution, faculty of advanced training at a secondary vocational educational institution, institute of advanced training, advanced training courses at the ministry (department), advanced training courses at enterprises, scientific- research and design organizations, higher and secondary vocational education institutions, institutes for advanced training and their branches);
- type of document (certificate, identification);
- the “Bases” column may be blank, or it may indicate an order from the organization to send an employee for advanced training.
Similarly, information about professional retraining is entered into Section VI, indicating the specialty (direction, profession) in which the retraining is taking place.
When filling section VII“Incentives and awards” it is necessary to indicate the types of incentives applied to the employee (both at the organization level and at the level of ministries and departments), as well as list state awards.
IN Section VIII“Vacation” records all types of vacations provided to the employee during the period of work in the organization. The basis for making entries are orders for granting leave.
When filling out the table for vacations based on an order, only the start date of the vacation is entered. The end date of the vacation is entered after the employee returns from vacation. This is due to the fact that if an employee is called back from vacation or is interrupted, the “End date” column will indicate the date the employee returns to work, and not the planned end date of the vacation as ordered.
Leave without pay must be noted in the same table. It is taken into account when calculating the length of service giving the right to annual basic paid leave, since according to Art. 121 of the Labor Code of the Russian Federation, it does not include the time of granting an employee leave without pay if their total duration exceeds 14 calendar days during the working year.
IN section IX“Social benefits” should indicate a list of benefits and their grounds provided to the employee by federal laws, regulations and local regulations organization (employment contract, collective agreement, industry agreements).
IN "Additional Information" section For completeness of accounting, where necessary, indicate:
- information about studying in full-time, part-time (evening), correspondence, external departments of institutions of higher and secondary vocational training (the dates of admission to the educational institution and its graduation should also be indicated);
- information about a working disabled person indicating the MSEC certificate, the disability group and the date of its establishment (change), the cause of disability;
- conclusion of the expert commission on the conditions and nature of work.
After an employee’s dismissal from the organization, entries are made in section XI of the grounds for dismissal,” which indicates a breakdown of the grounds for dismissal of the employee in accordance with the exact wording given in the Labor Code of the Russian Federation, the date of dismissal, and the number of the dismissal order.
When closing the T-2 personal card, the HR employee puts his personal signature with its transcript and indication of the position. The employee himself signs in the same way. In this case, the employee’s signature confirms his agreement with all entries made in his personal card.

SAMPLE FILLING OUT CARD T-2 pages 1, 2, 3, 4
To enlarge the image click on the picture

The procedure for making changes to employee information

When changing information about an employee, the corresponding data is entered into his personal card, which is certified by the signature of a specialist from the HR department, and if changes are made to the sections “General Information” and “Information on Military Registration”, then by the signature of the employee himself.
Changes are made according to the same scheme as in the work book.
When changing the surname, the old one is crossed out and a new one is written in its place in accordance with the documents submitted to the HR department.
Further, all subsequent changes to the employee’s data (change of place of residence, etc.) are reflected in the personal card by an employee of the HR department.
A complete replacement of a personal card is undesirable for the reason that in the future it will be difficult to restore all information about this employee.
As for changes in passport data and marital status, the same scheme can be used - with a strikethrough.

Coding rules

When encoding information in a personal T-2 card, you must be guided by a number of rules for filling out, defined by the Standard for Automated Personnel Management Systems:
1. If incorrect entries or information not related to this filling are made in the coding field, the T-2 form is considered damaged and must be rewritten. Therefore, it is recommended to either enter exact codes or not enter them at all until the T-2 personal card is submitted to the archive.
2. If there are no records or if the answers are negative (“I don’t have”, “I’m not a member”), the encoded part of this detail remains empty.
3. When indicating dates, the name of the month is written in full, the year is written in four digits; for example: "February 14, 2006."
4. Dates are encoded in Arabic numerals in the following order: day-month-year; for example: "03.10.1998".
In organizations and enterprises that do not plan to introduce automated control systems for personnel activities, it is allowed not to encode details.