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The form of the journal for recording the issuance of medical certificates corresponds to Appendix 1.2 to the Order of the Health Committee of the Administration of St. Petersburg dated December 20, 1999 N 270-p and the Main Department of Internal Affairs of St. Petersburg and Leningrad region dated 28.02.2000 N 140
The procedure for registering the issuance of medical certificates:
1. The logbook for the issuance of medical certificates is filled out in neat, legible handwriting in blue, purple or black ink (paste) in Russian.
2. In column 1 – the serial number of the issued certificate is entered in ascending order.
3. In columns 2, 3, 4 – the surname, first name, patronymic of the driver (candidate for vehicle driver (in full) is written down).
4. In column 5, the date of birth of the driver (candidate driver) of the vehicles is recorded.
5. In column 6, the registration address (registration) of the driver (candidate driver) of the vehicle is recorded.
6. In columns 7; 8; 9; 10; 11; 12 – the declared scope of the examination is indicated (i.e., the category of vehicles that the driver (driver candidate) wants to receive. If driving vehicles that do not fall under any of the categories of vehicles is permitted, then the number of the permitted item in the permitting part of the certificate is entered.
7. In column 13 – the signature of the driver (candidate driver) of the vehicle who has declared the scope of inspection specified in paragraph 6 is placed.
8. Column 14 indicates the series and number of the certificate issued.
9. Column 15 indicates the date of issue of the medical certificate.
10. In column 16 – enter the conclusion of the commission (briefly) indicating the category.
11. Column 17 indicates the surname and initials of the chairman of the commission who issued the conclusion of the medical commission.
12. In column 18, special notes are indicated (referral to the CEC; referral for additional examination; others).
13. In column 19 – the signature of the driver (candidate driver) of the vehicle who received the certificate is placed.
Logbook for issuing medical certificates contains columns:
1. No.
2. Last name
3.Name
4.Middle name
5.Date of birth
6. Registration address
7-12. Declared scope of examination
- A
- IN
- WITH
- D
- E
- N
13. Signature of the subject
14. Series and certificate number
15. Date of issue of the certificate
16. Conclusion of the commission
17. Full name chairman of the commission
18. Special marks
19. Signature of the subject
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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 journal 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.
- Labor and sanitary (if available) records.
- Information about the amount of wages.
- Information about the insurance experience and personalized information about the insured person.
- Copies of acts, orders and orders on labor activity leaving.
All documents issued upon dismissal must be completed and certified with the seal of the organization.
Work book
This is the main document about a person’s work activity and length of service. In case of delay in issuance, the employer may be fined up to 50,000 rubles.
The issuance of documents upon dismissal, especially forms of work and personal medical records, should be recorded in special journals.
Personal medical record
All workers associated with production, storage, transportation and sales food products, drinking water, raising and educating children, communal and consumer services population are required to have medical books. Upon termination of an employment contract, the employer is obliged to return the medical book, even if it was issued at his expense. Detailed explanations about the personal medical record can be read in the letter of Rospotrebnadzor dated November 10, 2015 No. 01/13734-15-32.
2-NDFL
Contains information about the amount of income from the beginning of the calendar year and up to and including the date of termination of the contract. Compensation for unused vacation is reflected in the certificate, but the amount of severance pay (if any), which is not subject to personal income tax, is not included in the certificate (for more details, see Letter of the Ministry of Finance dated April 18, 2012 No. 03-04-06/8-118).
Salary certificate
Issued in the form approved by Order of the Ministry of Labor dated April 30, 2013 No. 182n. Includes information about the employee’s personal data and the amount of his earnings for the current and two previous years.
SZV-M
This form includes information for the month in which the person leaves; in the fourth section, only information about the person being dismissed is indicated.
Report form
Certificate of insurance experience
Here you must indicate information about calculated, withheld and transferred additional insurance contributions for the funded part of the labor pension. This obligation is established Federal law dated April 30, 2008 No. 56-FZ.
Personalized data about the insured
The third section is completed. The period is from the beginning of the quarter to the date of dismissal.
Other documents
What documents are needed when dismissing an employee in each specific case is decided by the employee himself (with the exception of those that are required to be issued - all of which are listed above). For example, a former employee may want to have all copies of regulations related to his official activities:
- about admission;
- moving;
- translations;
- dismissal, etc.
If the employee requested all of these instructions and instructions in writing prior to the date of his departure, these copies must be issued on the last day of service. If the person requests them after leaving, HR has three days to prepare the necessary copies.
Transfer of cases
When an employee leaves the company, the organization, of course, is obliged to make a settlement with him and issue originals and copies of the documents indicated above, however, in some cases, the employee is also obliged to perform certain actions, for example:
- design ;
- transfer the cases that were in his work.
These cases are not regulated by law, but in some cases, for example, when it is carried out, they are necessary.
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). 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, through 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.
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