Certificate registration journal sample. Journal of registration of certificates issued to employees

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

Read our article:

How to fill out and maintain a certificate registration log

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

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

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

In whatever form the magazine exists in the organization, its structure will be, if not the same, then very similar. At large quantities of documents drawn up, it is permissible to organize their differentiated accounting - for example, by type, by department, etc.

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

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

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

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

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

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

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

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

Bug fixes

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

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

Please note

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

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

How long to keep the magazine

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

For the systematic organization of personnel papers and recording of documents issued, the organization usually maintains a log of certificates issued to employees.

FILES

There is no unified form for this document; there are several design options. One of them is presented in the attached form and a sample of how to fill it out.

Statements

In order for an employee to be issued a certificate, he first writes an application. These statements must be kept. According to the laws existing in the Russian Federation, their storage period should not be less than three years.

In practice, there are situations when certificates about wages, classified by year, for the calculation of pension payments.

In order not to do the same work several times, personnel officers store copies of certificates requested at least once by year in a separate folder. So that when you need them in the future, the certificates are always at hand.

Components of the magazine

The structure of the document is quite simple: a cover plus a main section. The title of the magazine and its start date are indicated on the cover (there is a special column for the end date, but it can only be filled in at the final stage of filling out). A separate space is allocated for indicating the name of the organization. Some forms have fields to indicate the document retention period.

Important point! If the journal is a continuation of the previous one, then this information should be indicated on its cover with dates and links to the previous document.

But the main thing in the document is the main section, consisting of a table with the following columns:

• The number of the line to be filled. Certificates are classified by date and recorded in the journal in chronological order.
• Date of issue. This data must match the date of the issued certificate. If requests in the organization are assigned registration numbers, then this is also indicated in the same column.
• Full name of the employee. An application for issuance on behalf of this employee should already be with the personnel officer or another employee whose duties include maintaining the journal. His position, the department in which he works, and his profession are also indicated. If necessary, indicate the address and telephone number of this person for quick communication.
• Help contents. Briefly, this column tells you what exactly the certificate was issued about. Basically, employees request certificates about the amount and calculation of wages.
• Date plus registration number of the certificate issued.
• Receipt for receipt. If the employee is unable to receive the certificate in hand, then the date and form of sending the certificate are recorded in this column. For example, by registered mail, via courier service(with its name), etc.
• Note. This column may indicate that fundamentally important information, which was not provided for in other columns. For example, the motive that prompted the employee to apply for a certificate.

Types of magazines

There are three main types of magazines:

• Documents on personnel records management.
• Magazines on general office work.
• Occupational safety magazines.

Each type of documentation has its own specifics. The log of certificates issued to employees is a prominent “representative” of documentation related to personnel policy.

Storage

When used for convenience, the magazine can be placed in a PVC film cover.

Once a magazine is finished (its expiration date has expired), it is not thrown away. This is against the law. It is placed in archival storage (the specific form presented is for 5 years, only if employees do not work in hazardous or hazardous conditions labor).

For greater ease of placement, the magazine may have a pair of holes. They allow you to conveniently place the magazine in an archive folder. The cover of the document is removed before performing this action.

Reverse side

On the back of the cover, on the last sheet, a special certification inscription can be located, which allows you to prepare the magazine for long-term storage. But even if there are no fields for certification, the manager must put his signature on the back of the document after its completion, and the organization’s seal must also appear there. Naturally, if such a procedure for sealing each copy is provided internal regulations organizations (different companies have their own instructions on this matter).

Responsible for filling

The functionality of filling out the log of certificates issued to employees is, in most cases, carried out by the personnel officer. But this responsibility can be assigned to the organization’s clerk or accountant by a separate order from the manager or specified in employment contract employee.

In most journals, on the first pages the full name of the person filling out, his position, the period of responsibility for maintaining the journal are indicated, and a personal signature is placed. The distribution of this kind of responsibilities is very important point throughout the entire business of the organization.

Is this form required?

There is no set format for this journal. However, the forms provided are very convenient to use. They can be supplemented with various graphs. For example, these additional body table columns could contain data about:

• Certificate registration number separately.
• Full name and other data of the employee who prepared the certificate, as well as his signature.
• Tom, what were the grounds for obtaining the certificate. Links to document numbers with dates.

Each organization has the right to independently decide which form to choose for maintaining this document and how to convert it. The main thing is that it was adopted by order of the manager and is part of the company’s accounting policy.

Are corrections acceptable?

Errors when filling out are highly undesirable. However, corrections in this state of affairs are quite acceptable. In order to make a correction, you need to cross out the false information with one line, and write the correct information on the side or at the top next to it.

A correction is considered correctly executed only if next to it there is the inscription “Believe the Corrected” and the signatures of all interested (responsible for filling) persons. This is the only way the log of certificates issued to employees will be filled out correctly.

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

Read our article:

How to fill out and maintain a certificate registration log

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

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

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

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

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

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

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

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

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

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

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

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

Bug fixes

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

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

Please note

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

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

How long to keep the magazine

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

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

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

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

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

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

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

High quality white paper 80 g. 72 pages

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

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

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

Example 2

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

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

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

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

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

Example 1. Journal of registration of certificates issued to employees

Example 2. Job assignment log

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

Example 4. Journal of registration of acts

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

Example 6. Journal of registration and accounting of personal affairs

Example 7. Journal of registration and accounting of personal cards

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