Sample personal card t 2. Personal card

For complete and comprehensive personnel records, organizations use personal employee cards. On their basis, a personnel file is formed. Depending on the number of employees, cards are located in the file cabinet either in alphabetical order or by structural division. The form used is the unified form No. T-2, which reflects all the necessary information about the employee’s identity and his work activity. The form consists of 4 pages containing thematic blocks. The first and second pages contain general information about the employee and are filled out when he is hired; the third and fourth ones are filled in during the work process.

According to the Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1, maintaining personal cards of employees is mandatory for organizations. This obligation does not apply to entrepreneurs, but they also have the right to conduct them (since in some cases it is even useful, for example, for management purposes).

Filling out the personal card form

The process of filling out and maintaining cards is entirely the responsibility of the organization’s HR department. Today, there are many programs that make this process simple and convenient.

The legislation does not strictly stipulate at what point a card should be issued to an employee. The best option is immediately after the issuance of an employment order. This is due to the fact that the entry in the work book about his appointment must simultaneously be duplicated in his personal card.

The following documents are used to draw up and fill out the card: agreement concluded with the employee; ; passport; employment history; insurance certificate of state pension insurance; for those liable for military service and persons subject to conscription for military service, military registration documents; documents on education, qualifications or special knowledge; information provided about himself by the employee (for example, in).

In some cases, depending on the specifics of the job, the employer may request from the person applying for work additional documents provided for by the current legislation of the Russian Federation.

When filling out form No. T-2, you must indicate codes according to all-Russian classifiers: information about the population (OKIN), educational specialties (OKSO), worker professions, employee positions and tariff categories (OKPDTR).

Let's take a closer look at just some of the points of the unified form No. T-2, which may raise questions when filling out.

On the title page, in the “Alphabet” column, the first letter of the employee’s last name is indicated.

Section 1. General information
Clause 5. “Knowledge of a foreign language” - the following degrees of language knowledge are provided: “I speak fluently”, “I read and can explain myself”, “I read and translate with a dictionary”.
Clause 8. “Work experience” - indicates the length of service calculated based on entries in the work book.

Section 2. Information on military registration
When if the employee is a reserve officer, the information for this section is taken from the military ID:
Paragraph 1. “Reserve category” - no marks are made in this paragraph for reserve officers.
Paragraph 3. “Composition (profile)” - the full name of the composition (without abbreviations) is written down in accordance with paragraph 7 “Profile name” of the third page of the military ID.
Paragraph 4. “Full code designation of military specialty” - the full code designation of the military specialty is written down, in accordance with paragraph b “VUS No.” of the third page of the military ID).
Item 5. “Category of suitability for military service” - is filled out based on the entry in item 15 “Information on medical examinations” on pages 10-13 of the military ID. The categories have the following letter designations: 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. If the military ID does not indicate a fitness category, then in paragraph 5, paragraph 2 of section of the personal card, category “A” is indicated.
Clause 7. “Registered with the military:” (all data in the clause is drawn up in pencil) - line “a” is filled in if there is a mobilization order or a stamp on the issuance and withdrawal of mobilization orders (the employee’s card contains the data from paragraph 16 of page 14- 21 military ID); line “b” is filled in if the employee is booked with the organization for the period of mobilization and during wartime (the series and number of the deferment certificate, the number of the list of positions and professions, as well as the date the deferment was issued by the military commissariat are entered on the card).

When, if the employee is subject to conscription for military service, paragraphs 1, 3, 4 and 7 of Section 2 are not filled out.
Point 2. “Military rank” - the mark “subject to conscription” is made.
Clause 5. “Category of suitability for military service” - an entry is made based on data from the citizen’s “registration certificate” (on page 1 in section 1 “General information” after the word “recognized”) in the form of a letter of the corresponding category (A, B, C or D).

Paragraph 8 is completed if the employee has reached the age limit for being in the reserve or is declared unfit for military service due to health reasons. In this case, the column says “removed from military registration due to age” or “removed from military registration due to health reasons.”

Section 3. Hiring, transfers to another job
All data must be entered into the section on the basis of the order (instruction) on hiring, and must also be brought to the attention of the employee against his signature.

Section 10. Additional Information
This section may contain information that allows you to keep a more complete record of employees (example: “has a driver’s license of category B”, “disabled person of group II”, etc.).

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

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

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 04/06/01 No. 26 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. Resolution dated 04/06/01 No. 26.

Filling out sections of the form

The name of the organization is indicated in full, for example, closed joint-stock company "Energostroy". 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.

The taxpayer identification number and the number of the insurance certificate of state pension insurance are indicated in accordance with the certificate of assignment of the TIN and the insurance certificate of state pension insurance.

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:

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 - okr., region - region, village - settlement, district - rn., station - station;
the words aul, kishlak, village, village are written in full;
the code of place of residence is determined according to the All-Russian Classifier of Objects of Administrative-Territorial Division. OK 019-95, approved. Resolution of the State Standard of Russia dated July 31, 1995 No. 413 (OKATO); for example, at birth in Moscow, in the “Code” column it is indicated: 45.

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 of a 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.

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.
Studying at a higher educational institution, but not graduating from it	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 from 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.

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. Diploma qualifications are indicated in the following order:

for higher educational institutions - “bachelor”, “master”, “specialist”. For the qualifications "bachelor" and "master" the direction is indicated, and for the qualification "specialist" - the specialty;
for secondary educational institutions - “technician”, “merchandiser”, etc.

The profession (main and additional) is indicated entirely 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 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

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 send 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.

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:

military ID (or temporary certificate issued instead of a military ID) - for citizens in the reserve;
certificate of a citizen subject to conscription for military service.

Information about military registration

	Citizens in reserve	Citizens subject to conscription
Clause 1. Stock category	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
Clause 5. "Category of suitability for military service"	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 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 reserved with the organization for the period of mobilization and during wartime	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 note 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 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, oo9.. about 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 of 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 and engineering organizations, higher and secondary vocational education institutions, institutes for advanced training and their branches);
type of document (certificate, identification);
The “Bases” column may be left blank, or it may indicate an order from the organization to send an employee for advanced training.

Similarly, information about professional retraining is entered, indicating the specialty (direction, profession) in which the 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 unpaid leave 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

1	2
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 stipulated by the 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 studying at 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;
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. MITROFANOVA, Ph.D. econ. Sciences, Director of the "Center for Professional Development"

Personnel records management and Labor law

The T2 form, or Personal Card, is included in the list of personnel documents required to be maintained in any organization. Information about employees, both active and dismissed, periods of work, information about professional qualifications and work activities - all this must be contained in a correctly completed unified T2 form. The employee’s personal card is a personnel document of a legally approved form and must be created immediately after the order to hire the employee has been agreed upon and signed. How to correctly enter information into this document? What information must a T2 personal card contain?

Basic requirements and filling features

The personal card is filled out for each employee, including part-time workers, in one copy. The T2 card is required to be filled out in organizations, however, for employees employed by an individual entrepreneur, this document can only be maintained at the request of the employer. Another exception is civil servants, for whom documentation of a different form is established.

Filling out the T2 card, a sample of which is presented in the article, is carried out in accordance with the mandatory requirements established by law:

All information is entered in the established sections, legibly and without abbreviations.

Abbreviations are allowed when indicating place of residence or information about education, but in a generally accepted form that does not distort the meaning of the information.

The completed T2 form must contain codes corresponding to the all-Russian classifiers: OKIN, OKATO, OKSO, OKPDTR. The number designation must be entered in a special table on the right side of the line. All code designations are freely available in printed reference books, as well as on the All-Russian Classifiers website.

If you fill out the classification code incorrectly, the T2 form is considered invalid, in which case you will need to create a new personal card. Strikethroughs and corrections in the coding table are not allowed.

Changes in the employee’s work activity or personal data must be reflected in a timely manner in T2. All changes made to the personal card are certified by the signature of a specialist from the HR department.

Information is entered into T2 on the basis of supporting documents provided by the employee.

The words and phrases “no”, “wasn’t”, “not available”, as well as dashes are not included in the T2 form - such lines are left blank.

Grounds for entering information about employees

The T2 personal card must be filled out based on the following documents:

Employment contract with the employee;

Orders on the organization: on hiring, transfer, granting leave, dismissal;

Passport (other document replacing it) of the employee;

Documents confirming the education received, courses completed, etc.;

TIN certificate;

Military ID.

Other information (for example, the degree of proficiency in foreign languages) is indicated only from the employee’s words. If necessary, the employer may request other supporting documents, in accordance with the specific professional orientation of the organization, as well as the established internal regulations.

How to fill out the title?

The first page of the form contains information about the employee and his level of professional qualifications. Filling out the T2 card (a sample of entering information is presented below) begins by indicating the name of the employer's organization in the top line of the form. The name is indicated in full, in accordance with the statutory documents of the organization. The coding table contains the digital designations OKPO and OKUD. Next, the following data is entered into the table below:

Date of filling T2 (Arabic numerals);

Personnel number assigned to the employee upon employment;

TIN (based on the Federal Tax Service certificate);

SNILS of the employee;

In the “alphabet” column the first letter of the employee’s last name is entered;

Nature of work, in accordance with the terms of the employment contract: temporary, permanent;

Type of work: can be either “main”, or for external or internal part-time workers - “part-time”;

Gender is indicated by the letters "F" or "M".

After completing the title of the document, you can move on to other sections, including the initial filling out of the T2 card. Example of entering information into the header:

General information about the employee

Completing this section begins by indicating in the “Employment Agreement” table the number and date of the employment agreement concluded with the employee. Next, filling out the T2 card, a sample of which is presented below, is carried out in the following order:

1. Line “1” indicates the full last name, as well as the first and patronymic of the employee.

2. In line “2” the date of birth is indicated in text form. Example: "April 20, 1981." In the table, the same date is encoded in Arabic numerals: “04/20/81”.

3. Line “3” must contain information about the place of birth. It is important to be guided by the following requirements:

When indicating a populated area with the words “city”, “village”, “region”, “village”, “district”, “region”, generally accepted abbreviations are allowed: “region”, “kr.” and so on. Example: “hor. Samara", "village. Taiga". However, it is recommended to indicate the designations “stanitsa”, “kishlak”, “village”, “aul” in full.

The total number of characters in line “3” should not exceed 100 characters.

The coding table is filled out in accordance with the All-Russian Classifier of Territorial Entities (since 2014 - new name OKTMO code).

4. Line “4” is intended for entering information about the employee’s citizenship based on the passport. All subsequent information in this section is entered in strict accordance with the OKIN code. Please enter information as follows:

Citizen of the Russian Federation (the designation “1” is entered in the encoding table);

Code “2” is indicated if the employee has dual citizenship, one of which is Russian citizenship; the entry about this looks like this: “Citizen of the Russian Federation and a foreign state”;

For employees who are citizens of another state, the code “3” is indicated in the coding table; the entry “Foreign citizen” is entered in line “4”;

If the employee is stateless, “Stateless person” is entered in the line, “4” is entered in the coding table;

5. Line “5” indicates the employee’s knowledge of a foreign language and level of language proficiency. The OKIN coding assumes three categories characterizing the level of proficiency in writing and speaking in a foreign language:

Code “1” - translates and reads with a dictionary;

Code “2” - reads and can be explained;

Code "3" - fluent.

In addition, OKIN contains specific codes for foreign languages, which must also be indicated in the coding table. Thus, the information in line “5” is entered in the following order: name of the foreign language - level of proficiency - code designation of the language and degree of proficiency (in the table). Filling out the T2 card, sample: “German - Fluent” OKIN code: 171/ 3.

6. The sixth line of section “I” is filled out solely on the basis of educational documents provided by the employee. An example of a text designation and the corresponding OKIN codes are presented in this table:

Example: “6. Secondary vocational education - OKIN code: 11"

Further, in the table below, you should indicate: the name, series and number of the education document provided by the employee, the year of completion of training, as well as the qualifications obtained and the name of the profession in exact accordance with the document. The profession code according to OKSO is entered into the table. If an employee has provided two documents on education, for example, secondary vocational and higher education or first and second higher education, information about all available documents is entered in T2. Similarly, sections IV - VI contain information about retraining, certification, and advanced training received by the employee after employment.

Information about incomplete education should also be entered in T2, indicating the type of education available. For example, for an employee undergoing training at the time of employment, information about the education that he had before entering the current educational institution should be entered; based on a certificate from the educational institution, indicate that the employee is currently studying, the name of the educational institution and the course of study. Information is entered in a similar way if the employee underwent training, but did not complete his studies, but was expelled (or was expelled):

If less than three courses have been completed, only the education that the employee had before admission should be indicated;

Information about completed training, subject to completion of three or more courses of an educational institution, is entered into T2 on the basis of a diploma (certificate) of incomplete higher education; in this case, the designation “Incomplete higher education” and the course from which the employee was expelled are indicated;

7. Lines “7” indicate the full name of the main and, if any, additional position (profession) of the employee, which he occupies in the organization in accordance with the hiring order and staffing table. Abbreviations or distortions of the name are not allowed. The section coding table indicates the job code according to OKPDTR.

Work experience

It is entered in accordance with the employee’s previous work activity, the basis is the work book. If an employee is employed for the first time, zeros are entered in the first line “general”.

Information about the employee’s relatives: who should be indicated?

Completing this section begins with indicating the employee’s marital status at the time of employment. Words and phraseological units “married”, “in a civil marriage”, “cohabiting”, etc. should be avoided: the line is filled in with the wording determined by the all-Russian classifier indicating the OKIN code.
If the marital status changes, amendments are made on the basis of a registry office certificate, indicating the details of the document.

Information about relatives directly living with the employee, indicating the degree of their relationship, should also be included in such a document as the employee’s personal card. A sample of filling out T2 looks like this:

Military registration

Information on suitability for military service is filled out on the basis of the provided military ID, indicating the rank and reserve category noted in the document. Information for items 3-4 is contained on page 3 of the military ID. For an employee who has not yet served, but has no restrictions on service, the lines are left blank, with the mark “subject to conscription” being entered in line 2.

The degree of suitability for service is indicated on the basis of the registration certificate by the letter designation:

Fit with restrictions - B.

Limited fit - V.

Temporarily unfit - G.

Line 8 of the section is intended for the marks “Removed from military registration” indicating the reason, for example, due to age or health status.

Page 3, section III

This section exclusively contains information about the transfer of an employee to another structural unit within the same organization (including transfer to another location) or about a change in job functions. All information is entered on the basis of orders for the organization, indicating the details of the order (date, number).

Important to remember! Information about changes in rate or salary made without changing the employee’s position should not be indicated in this section.

The employee must be familiarized with all entries made in this section against signature.

Employee holidays and rest days

This section is filled out as the employee is granted leave in accordance with labor legislation and internal regulations. In the section table you must enter the details of the leave order, type of leave, and number of calendar days. For annual leave, you should also indicate the period for which vacation days are given in columns No. 2, 3 of Table VIII (employee’s personal card). The sample filling looks like this:

Section X: What information can I provide?

“Additional information” is a section provided for information that may be related to work activity, but is not indicated in other sections of the T2 form. Such information may include, for example, whether the employee has driving experience and a driver’s license of a certain category, health restrictions (in accordance with a medical report), etc.

How to correctly enter information about dismissal

The last section is completed on the employee’s last day of work. You should indicate the details of the order, the reason for the employee’s dismissal and confirm the entry made with the signature of a personnel employee. The employee must also be familiarized with the records of Section XI by signature.

The form was approved by Resolution No. 1 of the State Statistics Committee of the Russian Federation dated 05.05.2004. Form T-2 is a voluminous document, so we will analyze in detail the filling out of all its important parts.

The date, which is written in the form DD.MM.YYYY (for example, 07/15/2017).
Personnel number (the serial number that the employee was assigned in the company).
Taxpayer Identification Number (can be omitted).
SNILS, which is necessary when applying for a job (Part 1 of Article 65 of the Labor Code of the Russian Federation). If a citizen is employed for the first time, the employer is obliged to issue him this document.
Alphabet, field for entering the first letter of the employee's last name.
The nature of the work is recorded based on the director's order. May be temporary or permanent.
Gender is written in letters M/F or the whole word.

The type of work that is given on the personal card in the T-2 form can be exclusively basic. If an employee gets a part-time job at a company, they do not have a personal card for him, since he has one at his main place of work.

Section I

This section of the personal card is filled out with information from the employee’s passport. They are entered in legible handwriting; abbreviations are not allowed. There are nuances to consider:

The date of birth is entered in full (for example, May 17, 1985), but it is not forbidden to write it in the format 05/17/1985.
The entry about the place of birth must be up to 100 characters. The use of geographical abbreviations is allowed (city, region, etc.), but terms such as aul, kishlak, village and village must be entered in full.
If there is dual citizenship, indicate the name of the state of which the employee is a citizen.
The name of the educational institution that the employee graduated from is entered in such a way that it is clear what exactly he graduated from.
The length of service is calculated on the basis of clause 61 of the Resolution of the Board of the Pension Fund of the Russian Federation dated 06/01/2016 N 473p.
The full names of family members are entered without abbreviations.
If the registration and the address of actual residence coincide, there is no need to duplicate the address. In the second column in this case they write that the actual address coincides with the registration. You can duplicate the address; the main principle when filling out the form is simplicity and clarity.

The most difficult part of Part I is encoding. No mistakes are allowed here:

OKATO - locality code approved by Resolution No. 413 of the State Standard of the Russian Federation;
OKIN - employee citizenship code (RF citizenship - 1, dual - 2, foreigner - 3, no citizenship - 4);
OKSO - code of the profession or specialty acquired by the employee in the process of education;
OKPDTR is an additional form of specialty code.

Section II

This part of the personal card is filled out on the basis of military registration documents. There should not be any difficulties when filling it out, but there are a number of important features:

Item 1 should not be completed if the person being hired is a reserve officer.
Point 3 is filled out without abbreviations.
Point 7 may change, so enter the data there using a pencil.
Section 2 is checked and signed by the HR inspector.

In addition to the signature, you need to provide its transcript and the title of the position of the person who checked.

Section 2 is signed by the employee himself.

Section III

Errors in this part of the personal card are unacceptable, since this information determines how the employee’s length of service will be calculated. The initial data for filling out is contained in the work book and the order of the director of the enterprise. The employee certifies all data with his signature.

Sections IV-VII

Section 4 - certification, the main point is “Decision of the commission”. This column should include formal wording such as “suitable for the position held.” If there is a discrepancy, write “does not correspond.” If recertification is required, this is indicated in the decision of the special commission.

The dates of certification and registration of the protocol are recorded in the format DD.MM.YYYY. The information for filling out this section is taken from the paper that was given to the employee during certification.

Sections 5-6 - advanced training, professional retraining. They are filled out according to the documents of the citizen who is applying for a job, or according to information from the personnel department. Dates are indicated as DD.MM.YYYY. Filling out all fields is mandatory, except in situations where there is nothing to enter (for example, if there was no retraining).

Section 7 - Awards. This section includes any types of incentives that the employee received during his work activity on the basis of Article 191 of the Labor Code of the Russian Federation and local acts. In addition to records of awards and honorary titles, a list of them should be provided. You can write with abbreviations if this does not distort the meaning.

Section VIII

This part contains information about each employee’s leave:

regular annual vacations;
leave without pay;
maternity leave.

Be sure to indicate the type of leave, its time frame, duration and reasons for granting.

Title IX

This section of the personal card contains all the information about the benefits that were provided to the employee in accordance with the legislation of the Russian Federation:

reduction of the working week;
providing an additional entrance day;
payment for travel to the place of study, etc.

Employee personal card form

Below is a T2 form, an employee’s personal card, which you can download.

If the company's staff includes driver positions, each such employee will need a personal driver card. The form of this document is available for download below.

Sample of filling out a personal card in form T-2

An economic entity can issue a personal employee card for each person with whom it has entered into an employment contract. It opens when a new employee joins the company, and closes when the contract with him is terminated.

An employee’s personal card is a register that records basic information for each employee.

The legislation establishes a strictly defined volume of documents that must be provided when a newcomer is hired. In addition, a number of other documents may be requested from the employee.

In order to systematize data about a person working at an enterprise, the company gives him a personal card, form T-2. Such a form is not considered mandatory for drawing up by a business entity. However, in certain situations, the employee card must be present in the company.

It applies to both the person working under the main employment agreement and the hired part-time worker.

The initial filling of the form can be done using a computer, but all new data must be added only by handwriting. Empty fields cannot be crossed out!

Attention! All data is entered into it by the responsible employee according to the documents submitted by the employee. Copies of these are attached to the employee’s personal file. As a rule, work on personal cards is the responsibility of the personnel officer.

The employee must, in certain cases, monitor the correctness and reliability of the data recorded in his personal card. To record this fact, he needs to put his signatures on the card.

Companies have the right to use a standardized form of this document. Also, on its basis, an enterprise form can be developed, taking into account the peculiarities of its functioning.

An employee’s personal card records the personal data of persons working at the enterprise, therefore it must be stored and used in accordance with the methods established by the relevant legislation.

Attention! In this regard, the T2 card must be protected from unauthorized access to it, both in electronic and paper form.

Is this a mandatory document or not?

In its normal use, the employee’s personal card is not included in the necessary documents that must be unconditionally filed by the company. However, things are different when it comes to maintaining military records.

According to the legislation in this area, the responsible officer must create a personal card for each person liable for military service.

The correctness of its maintenance, as well as periodic updating of the data in it, is checked by representatives of the military registration and enlistment office.

Therefore, in the subject, by order of the head, a person responsible for military registration must be designated, who, when maintaining cards, must affix his signatures to certify the data entered in these registers.

Important! If these rules are not followed, the company may be held accountable in the form of monetary fines.

Based on what documents is a personal card filled out?

All information noted in the personal card must be entered based on documents submitted by the employee or issued by the company in the course of his work. It is best to make copies of them and attach them to the card to confirm that the information is correct.

The main documents that are used to enter data are:

Employee's passport.
SNILS.
Military ID (if available).
Certificate and other educational document.
Employment or certificate from the main place of activity.
Marriage certificate (if available).
Birth certificates for children (if available).
Employment contract.
Orders on hiring, vacation, transfer, bonuses, dismissal, etc.

Most of these documents must be provided initially when applying for a job - on their basis, information will be entered on the first two sheets of the personal card.

Important! Information transferred from orders to the card in connection with admission, transfer, dismissal must be certified by the signature of the employee for whom the T-2 personal card is opened.

Download the form and sample personal card

Download in Word format.

Download in Excel format.

2018 in PDF format.

Sample of filling out an employee’s personal card in form T-2 in 2018

Let's consider a personal card form T-2 sample filling.

On its front side, the name of the company must be indicated at the top, as well as the registration code of the organization assigned to it by Rosstat.

After this, further in the tabular section the letter with which the surname of the employee for whom the personal card is opened is entered. The nature of his work activity and its type are also noted here. This can be the main one, or part-time.

In the same part of the personal card, the gender of the employee is recorded.

General information

Indication of information in the section must begin with the details of the employment contract signed with the employee.

In columns 1-3 you need to write down your full name, date of birth and place. In the right tabular part, the necessary codes are added to this information based on the directory. When indicating data about the place of birth, the types of small settlements (village, kishlak, aul, etc.) must be written in full, without abbreviations.

Column 4 records your current citizenship.

In column 5 it is necessary to note the name of the foreign language and the quality of proficiency in it. In the latter case, you can indicate “I read and write with a dictionary”, “I am fluent”, etc.

Column 6 is used to enter information about your existing education. Here you need to write down the type of education, information about the educational institution you graduated from, information about the document indicating its receipt (diploma, certificate, etc.)

Column 7 includes the profession for which the employee was hired.

Column 8 should be drawn up based on data from the work book. Here you need to indicate the length of work experience as of a specific date (most often the date of admission to the company is used).

Columns 9 and 10 contain information about whether the employee is married, as well as information about his closest relatives. FULL NAME. relatives must be entered in full, without any abbreviations.

Column 11 contains information about the document that identifies the employee.

Column 12 records the employee’s location address - according to registration, actual. When the addresses are the same, then the second line is allowed to be left blank. Here you need to put down your telephone number for communication.

Information about military registration

Data in the specified section of the personal card is entered only for male employees. To provide data, a military ID or registration certificate is requested.

Column 2 indicates the rank received. If the employee has not yet been conscripted, but has a registration certificate in his hands, then “subject to conscription” must be written in this column.

Column 3 indicates what type the employee belongs to - soldiers, medical, etc.

Column 4 must contain the code of the specialty that the employee received during the period of service.

In column 5, you must use the letter from “A” to “D” to indicate the degree of suitability for service in the armed forces.

Column 6 records the name of the military registration and enlistment office where the employee is registered.

Column 7 contains marks about the current status of registration. Information here should be written only in pencil.

Column 8 reflects the employee’s removal from military registration.

Attention! All information that was entered in this section is checked by a personnel specialist, and then certified with his signature. Next, the entered information must be presented to the employee personally, which he must confirm with a personal signature.

Hiring and transfers to other jobs

Initially, this section reflects information about the employee’s hiring. In the future, it is necessary to enter here information about his movements within structural divisions, promotions, etc.

In the table you need to record the date when the transfer was made, information about the receiving unit and the name of the position, the salary in the new place. Also in the section you need to indicate information about the order that served as the basis for relocating the employee.

The final column is intended for the personal signature of the employee, who must put it as confirmation of reading.

Certification

In a situation where the organization has undergone recertification of employees, then the section reflects its results. The date of the procedure is entered in the first column of the table.

After this, you need to reflect the commission’s decision on the specified employee (“complies” or “does not comply”), as well as enter the details of the certification progress protocol.

The final column of the table may be left blank, or you can enter information about the order by which the company decided to carry out certification of employees.

Training

In this section, the personnel officer must record the facts of the employee’s participation in advanced training courses.

First you need to enter the dates between which the courses were held. After this, the type of requalification, the name of the institution that served as the basis for conducting the courses, as well as information about the issued certification document are entered into the table.

The basis for the referral for advanced training is recorded in the final column of the table. Usually they receive an order that determines the need for the employee to go to undergo training.

Professional retraining

This section contains information about each fact that an employee has undergone retraining. First, it is necessary to reflect the period during which the procedure was carried out, the name of the profession for which the training was carried out, data on the document issued to the employee after the end of the procedure. The final column indicates the basis for participation in retraining.

Promotions and awards

In this section, the employee’s personal card should summarize data on all types of incentives that the employee received during his time working in the organization. Prizes, valuable gifts, certificates, etc. may be reflected here.

In the initial column you need to write down the full name of the incentive provided, and in the second column you need to enter data about the order by which it was assigned.

Vacation

All periods during which the employee received time to rest are entered in the specified section of the employee’s personal card. At the same time, absolutely all vacations must be entered in the section - main, accounting, additional, without pay, etc.

The name of the vacation is first entered into the section. Next, you need to indicate the start and end dates of the period of time for which the vacation is provided. For example, for labor leave, the working year is indicated here.

When an employee has been working for a company for a long enough time, the empty space in the table may run out. In this situation, an “Addition to the personal card” is issued. A header is placed on it, as on the main part of the document, and then the necessary table.

Social benefits

This section reflects information about the reasons why the employee is provided with working conditions that improve his situation. For example, if an employee is diagnosed with a 3rd group disability, then by law he has the right to a reduced working day.

The partition table is filled in as follows. First, the name of the benefit is written down, then information about the document confirming it.

The last column is used to reflect information about the basis for granting the benefit. For example, here you can write down a link to a regulatory document (law, resolution, etc.) that established the provision of this benefit.

additional information

In this section, in a free style, you can reflect information that cannot be entered in any other section. For example, this is where you can indicate whether an employee has a driving license, indicating their details, note the presence of a disability, etc.

Grounds for termination of an employment contract

This is the final section of the T-2 form document. It is filled out only when the employee resigns from this employer.

When entering data into the section, the personnel officer must indicate here the reason for the termination of the contract (according to the Labor Code), the date of dismissal, and the details of the drawn up order (its number, date).

After all the necessary data has been entered, the personnel employee must check whether they are entered correctly, and then add his signature.

The final step is to familiarize the employee with the information recorded in this section. He must read the specified information, and then certify the employee’s personal card with his signature.