New electronic work books from 2020

2024 Author: James Gerald | [email protected]. Last modified: 2024-01-12 17:37

We will tell you what to do when changing the method of keeping personnel records. What documentation is needed in order for the employer to receive electronic work books from 2020.

Submission of documents

It became known that from 2020 electronic work books will be valid. This is a document that is analogous to the traditional paper one. It is not yet clear what Russian employers need to do, as well as where to start the registration procedure.

The transition to a new method of keeping records can be carried out by everyone on a voluntary basis. You can also save a paper document. From 2020, all employers need to provide information to the FIU every month about personnel changes that have occurred and about the employee's choice of the method of keeping records, in particular, electronic work books.

Step-by-step instruction

Each head of the company in the process of switching to electronic work books from 2020 should know what to do in this case and where to start. Managers should carefully study the step-by-step instructions below.

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Create orders

The first thing an employer needs to start with when switching to electronic work books from 2020 is to issue orders. According to the documents, it will be determined what needs to be done by specific officials, in particular, personnel officers, accountants, etc. Orders will be required:

• which will approve the action plan related to the introduction of the document of the new format;
• on the appointment of persons responsible for the maintenance of electronic format books.

Amendments to local acts

Local acts of the enterprise are also subject to correction. The following documents are being corrected:

• job descriptions of those persons who are officially responsible for maintaining electronic work books and for providing reporting forms;
• workflow, namely the process of forming the algorithm, as well as the timing of the documentation and the provision of information;
• local acts containing data on labor documents. These can be internal labor rules or workflow instructions.

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Data transmission readiness guarantee

Each employer is obliged to ensure the readiness to provide information about work activities for processing and storing it in the information base of the pension authority.

It is also necessary to set up an electronic mailbox so that each employee can send applications to receive information about work activities.

Personnel notification

First of all, it is important to notify the state that the document format has been changing since 2020 - this is what the employer should start with before doing something when switching to electronic work books. This must be done before July of this year. The notification format is selected independently.

Employees should be familiar with what the new document format is, how it works and what it gives. It is also important to explain how employment information can be obtained.

After that, each employee of the enterprise must submit an application by the end of the current year, in which they indicate the selected format of the work book. It is allowed to leave as before, or completely switch to the electronic system.

There is no fixed form for the application, it is drawn up in any form. It is still recommended to form a single application template.

Before switching to electronic work books, introduced from 2020, it is important to thoroughly check paper documents and make sure that they were filled out and kept correctly. If necessary, correct and fill in the missing information.

Submission of applications

By December 31, 2020, it is necessary to organize the reception of applications from the staff on the choice of the format of electronic books. In the event that the employee has not submitted an application for a good reason before the specified time, he is given the opportunity to do it at another time.

Good reasons include: sick leave, vacation, maternity leave, as well as other grounds on which the employee retained his job.

Issuance of paper documents

All personnel who have made a choice in favor of the electronic system, before the beginning of next year, must receive their paper documents in their hands, which must be signed in the book of accounting for the movement of work books. It is also important to leave a mark in it that the employee has submitted a corresponding statement.

The fate of paper documents

It is important to note that paper documents can continue to be used along with the electronic version. Plant managers will continue to keep records and will keep them in a designated place. During this year, which has been announced as a transitional period, personnel officers will enter information both on paper and in electronic form.

But at the beginning of next year, only those employees who managed to submit an application with a corresponding request by the end of this year will be able to leave the paper medium. All employees who have not notified the management of their desire will be handed over to work.

The electronic system is being introduced on an ongoing basis and it will be possible to switch to it from paper media at any time. The labor activity of citizens applying for a job in 2021 for the first time will be recorded only in the electronic system, no hard copy is provided.

Each employee may need information about their work activities. To get it, you need to submit an application to the employer with the specified request.

In turn, the management of the company, within three days after receiving the application, is obliged to issue the necessary document to the citizen. The information must be certified by the seal and signed by the head. Information can also be provided electronically.

The management of the enterprise will be punished in the event of a delay through its own fault in issuing a document or providing information about the activities of an employee upon his dismissal. It is also responsible if:

• the document contains false information about a person's work or the reason for terminating the contract;
• within the agreed period, information about the citizen's labor activity was not transferred or not fully indicated to the pension authority.

If the incorrect reason for the dismissal of a citizen becomes an obstacle to employment at another place of work, the court may order to pay the person an amount equal to the average earnings for the entire period of his forced "vacation".

Summarize

1. From 2020, electronic work books are being introduced. The replacement of the old format for keeping personnel records for a new one is carried out by employees on a voluntary basis.
2. Those who want to switch to the electronic form of the document must submit an application for this before the end of the current year. In this case, paper work books will be handed over to them under the signature in the accounting book.
3. If the employee does not have time to submit the document before the specified time, then the paper record keeping of his work activity remains.
4. The electronic system will operate for all personnel, including those who decided to keep their paper media. In this case, personnel officers are required to fill out both a traditional book and keep electronic records.
5. You can finally switch to the new format at any time.
6. Those who start working in 2021 will no longer be able to receive a paper document. Their activities will be recorded only in the form of an electronic work book.