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Example of filling out a personal card t 2. Personal card

For each employee of the enterprise, HR department officials create a document such as a personal employee card. It is an integral part of his personal file and is filled out on the basis of all copies and original documents submitted by him. It also contains information related to the employee’s performance of his professional duties.

An employee’s personal card is the main form for personnel records of all employees of the enterprise. It is this that is the main form for military registration, and the personnel inspector is responsible for the accuracy of the data contained in it.

The employee checks all entered information after making entries, and then confirms them with his signature.

Rosstat suggests using the T-2 form for this. Each enterprise has the right to modify it or remove unnecessary fields in accordance with the characteristics of its activities.

HR programs contain it as part of their documents. The form can be printed and then filled out manually, or you can enter the relevant information into the program directories, and a personal card T 2 will be generated automatically.

These documents must be stored in strictly defined places where access is limited and only possible for responsible officials. This is due to the fact that the employee’s card contains his personal data, which is protected by law. These provisions also apply to computer databases.

It is advisable to attach to the card all copies of the documents on the basis of which marks were made on it.

As necessary, the personnel employee makes entries in this register about vacations, advanced training of the employee, transfer, etc. When an employee is dismissed, the details of the order to terminate the contract are recorded in it.

The T2 card must contain the personal signature of the dismissing employee.

After this, together with the personal file, it is transferred to the archive, in which the document is stored in accordance with the law for 75 years.

Employee personal card form T-2 sample filling 2016

Let's take a closer look at Form T-2, a sample of how to fill it out.

First of all, fill out the header of the document. Here you need to indicate the full name of the company and its code according to the OKPO classifier.

Next, the data is entered into the tabular section. The date of completion (usually coincides with the date of hiring), personnel number, taxpayer number, pension insurance number (SNILS), the first letter of the last name, the type of work performed (can be “permanent” or “temporary”), the type of work (main place, part-time job), gender (indicated by one capital letter).



1. General information

The small table on the right side indicates the date of conclusion and the number of the employment contract.

In paragraph 4, citizenship and its code are recorded according to the OKIN directory.

Paragraph 5 reflects what foreign language the employee speaks and to what extent. The latter may contain the following: “I read and translate with a dictionary”, “I read and can explain myself” or “I speak fluently”.


Point 6 contains information about the education received - its level, name, information about the education document and the qualifications obtained.

Paragraph 7 indicates the name of the profession for which the employee is registered.

Clause 8 is completed according to work book- here you need to indicate the length of service as of a certain date (usually at the time of employment).

In paragraphs 9-10, the marital status is recorded, as well as information on immediate relatives.


Clause 11 contains identification data.

Paragraph 12 reflects the addresses by registration and actual residence, as well as a contact phone number.


2. Information about military registration

This section is completed only for men on the basis of a military ID or registration certificate.

Paragraph 2 records the employee’s military rank. If he has not yet served, then here you need to indicate “subject to conscription.”

Paragraph 3 reflects the composition, for example, “soldiers”, “medical”, etc.

Paragraph 4 indicates the digital code of the military specialty.

Paragraphs 6-7 reflect the name of the military registration and enlistment office to which the employee belongs and his registration status. IN the latter case the recording is made in pencil.

The mark in paragraph 8 is affixed when an employee is removed from military registration.

The data specified in this section is certified by the employee personnel service and the employee himself.

3. Hiring and transfers to another job

In this section, data on the registration and movements of the employee are entered into the table line by line. Here you need to indicate the date of issue of the order, the name of the structural unit and position, salary data, and details of the order. The employee certifies each line with a personal signature.


4. Certification

It is filled in during the work process at the enterprise. This section contains information about the employee passing certifications. They must contain the date of the operation, the outcome of the commission’s work, and protocol details. Column "Base" It may be empty or you can indicate the data of the order to send the employee to undergo certification.

5. Advanced training

To be completed as the employee completes the relevant courses. Here, line by line, you need to indicate the starting and final date of training, the type of qualification improvement, in which educational institution it took place, and the details of the received document on completion. Column "Base" filled out similarly to section 4.


6. Professional retraining

The section contains line by line information about employee retraining. Here you need to indicate the date period in which it was carried out, in what specialty, and the details of the received retraining document.


7. Promotions and awards

In this part of the document, you need to indicate information about rewarding the employee for high performance with certificates, thanks, bonuses, etc. In the first column, you need to write down the type of award, and in subsequent columns - the name, number and date of the document according to which the employee was awarded the reward.

8. Vacation

When providing an employee with rest time, the information is recorded in this section. Here you need to enter information about all leaves, including without pay.

The first column indicates its name, then for annual leave- the period for which they are provided, the duration and the exact start and end times of this time. The last column contains details of the relevant orders of the company management.


9. Social benefits

This section is completed if the employee has any preferential working conditions. For example, disabled people of group 3 (working) should have a reduced working day. The first column indicates the type of benefit, followed by the details of the document on the basis of which it is provided. The reasons may include a reference to current laws.


10. Additional information

This includes data that was not reflected in the previous sections, but is important. For example, if an employee has a license to drive a car, then the details of the driver’s license, its category and expiration date are written on these lines.

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 a file cabinet or in alphabetical order, or by structural divisions. The unified form No. T-2 is used as a form, which reflects all the necessary information about the identity of the employee and his labor 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 title page, in the “Alphabet” column the first letter of the employee’s last name is indicated.

Section 1. General information
Point 5. "Knowledge" 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).
Clause 5. "Category of suitability for military service" - is filled out based on the entry in paragraph 15 “Information on medical examinations” on pages 10-13 of the military ID. The categories are as follows 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.).

Among HR documents, the employee’s personal card is the main source of information for each employee. The employer is obliged to maintain it (form T2) for all employees, even for those hired part-time. Detailed instructions for filling out the form and ready-made example– about everything right now.

Purpose and types

Legislation approved single form t2, which is carried out by all organizations, regardless of their form of ownership and number of staff. The document contains all the basic information about the citizen:

  • education information;
  • Information about professional experience(experience, qualifications in accordance with the education received);
  • personal information (address, family composition);
  • data on the current place of work (vacation, awards, retraining, etc.);
  • details of your passport, diploma, military ID and some other documents.

Along with a single template, there are several other options, which are discussed below.

Form t2

This is the main type of document that is used in the vast majority of cases. The form looks like this.







Form t-4

Designed specifically for employees who belong to the scientific and teaching staff:

  • scientists with candidate or doctoral degrees, as well as with the titles of associate professor, professor or academician;
  • university teachers (including senior teachers and assistants).

The difference in form is due to the presence of special graphs ( academic degree, rank, date of assignment and relevant documents).




Form t2 GS

To be completed if the employee is a civil servant. The difference from a regular form is only one. Section IV appears, which contains information about the assignment of class rank or other movements along the career ladder. All other sections are filled out in exactly the same way, but their numbering is shifted by 1 point (starting from the “Certification” section, which follows number V).

Required documents

For correct registration, you need to take only confirmed information. You will need the following documents:

  • citizen's passport;
  • management order approving the hiring of an employee;
  • It is necessary to bring a work book (for those citizens who are working for the first time, it is issued by the employer);
  • if a citizen belongs to the category of military service, he also provides a military ID;
  • a document confirming the level of education;
  • TIN and SNILS;
  • documents that confirm the completion of retraining, assignment of titles, etc. subject to availability;
  • an employment contract drawn up with an employee.

All documents are provided in originals.

Step-by-step instructions for filling out

Correct execution of personnel documents is a mandatory requirement for the personnel department, therefore, when filling out, you must proceed from the official instructions, which are described in detail below.

Section I

It is the first sections of the T2 form that make up the main part, which must be filled out according to the following rules:

  1. The name of the company or individual entrepreneur is always written in full. However, abbreviated versions are also allowed if they were originally assigned to the company and reflected in the relevant constituent documents.
  2. The unique personnel number, which is assigned to each employee, must consist only of numbers (maximum number of characters - 6). In this case, the combination does not change even in cases where the employee is promoted or transferred to work in another branch or department, etc.
  3. In the “Alphabet” column you need to indicate only the letter with which the citizen’s last name begins.
  4. Nature of work - here we mean the expected duration of the signed employment contract: most often a permanent job, and if it is seasonal or part-time, it is temporary.
  5. Type - most often this is the main job, but sometimes a citizen works part-time (internal or external).
  6. Gender is indicated by a capital letter.
  7. Full name is written down as indicated in the passport (patronymic - if available). And the date of birth is also recorded in text format, for example: “January 28, 1991.”
  8. The place of residence code is indicated in accordance with OKATO.
  9. Citizenship is prescribed by code.
  1. The degree of speaking skills in a foreign language is also indicated by codes.
  1. The designation of education is also done using codes - they are set by OKIN.

NOTE. The concept of incomplete higher education, which is also called incomplete, has been abolished since 2013, so if an employee is currently studying at a university, only the education actually received is taken into account.

  1. Qualifications are indicated exactly by diploma (for example, “Bachelor of Science Education”).
  2. The profession is prescribed based on how it is accepted in the company - to do this, you need to refer to the staffing table, as well as to the order that approved the employee for this position.
  3. Total length of service is usually calculated based on the dates given in the work book. But it is also possible to use other papers that contain confirmed information about the length of time a citizen has worked in different places.
  4. A note about personal life is also made using codes.
  1. By family composition we must literally understand those people who live with a person as one family. Their full name, as well as the degree of relationship (father, son, sister, etc.) are recorded.
  2. The passport data must be filled out strictly as indicated in the document, down to abbreviations and punctuation marks.

Section II

In these columns you need to use data from your military ID, if available. At the same time, the correspondence of the data must also be strict - abbreviations, names, punctuation marks, etc. However, there are some peculiarities if a reserve officer gets a job.

And if an employee who is subject to conscription is hired (men who are fit and female with a military ID - nurses, some other personnel), then points 1,3,4 and 7 remain empty. The rest are filled in as shown in the table.

Other sections

The remaining sections are filled out in accordance with the following rules:

  1. ChapterIII– here all the data is the same as it is indicated in the company’s internal documentation. The full name of the company, the exact name of the position are recorded, and an order (with name, number and date) or order is given as the basis for the decision.
  2. ChapterIV– records are also made on the basis of approved documents. In this case, each line is filled in completely (all columns), except for the “Base” column. Usually here they refer to the protocol, which contains the results of the certification - they write down the name, number and date.
  3. ChapterV– here the dates of training (start and end), type of promotion, as well as the full official name are recorded educational organization, in which the learning process takes place. It is not necessary to enter information in the “Bases”, but if there is a corresponding order or order, you need to enter its name, number and date of approval.
  4. ChapterVI– this part similarly contains information about the professional retraining that the employee has undergone.
  5. IN sectionVII the awards and honorary titles received by the employee for his labor merits are recorded.
  6. ChapterVIII– here information is recorded about all vacations that the employee officially received, regardless of their duration. The data must exactly correspond to the orders, as well as the vacation schedule. Particular attention should be paid to unpaid vacations that the employee takes at his own expense. They are also taken into account regardless of the duration. In this case, all information must be the same - in the employee’s application, in the order and in the card itself (you need to be especially careful about the accuracy of the dates). It should also be borne in mind that time off for several hours (for overtime, overtime, etc.) is not leave at your own expense. A day off for an entire working day (1 or more) is a vacation without pay.
  7. ChapterIX filled out in accordance with the legislation on benefits. That is, both federal benefits and those adopted at the regional level are taken into account (in each region their list may vary greatly). This also includes benefits that are established by the internal regulations of the enterprise (in large companies, enterprises often have their own benefits, which are established at the initiative of the employer and, accordingly, can be eliminated by his own decision). The “Grounds” indicate the name of those documents that give the right to benefits.
  8. ChapterX contains heterogeneous information that does not belong to any of the previously discussed categories, for example:
  • information about what is in this moment a person studies at a university, technical school, college, vocational school and other educational institutions; the start date and expected completion date are indicated, as well as data on the actual number of courses that have already been completed at the moment;
  • information about a disabled employee: medical documents, disability group, as well as the date of changes in medical decisions, if any;
  • a conclusion document that was drawn up by a special commission to assess working conditions (harmful, dangerous factors, compliance with standards, etc.).

When completing all sections, there is a single rule to leave a field blank if there is no data on it or the answer is negative. For example, you cannot write “I don’t have” - you just need to ignore the line.


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

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

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

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

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

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

Type of education according to classification

Completed fifth or sixth grade of secondary school
- Completed the seventh, eighth or ninth grade of secondary school
- Higher education student educational institution, but did not graduate

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

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

Elementary education

Incomplete secondary education

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

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

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

Primary vocational education

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

Filling out the section on military registration

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

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

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

SAMPLE FILLING OUT CARD T-2 pages 1, 2, 3, 4
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The procedure for making changes to employee information

When changing information about an employee, the corresponding data is entered into his personal card, which is certified by the signature of a specialist from the HR department, and if changes are made to the sections “General Information” and “Information on Military Registration”, then by the signature of the employee himself.
Changes are made according to the same scheme as in the work book.
When changing the surname, the old one is crossed out and a new one is written in its place in accordance with the documents submitted to the HR department.
Further, all subsequent changes to the employee’s data (change of place of residence, etc.) are reflected in the personal card by an employee of the HR department.
A complete replacement of a personal card is undesirable for the reason that in the future it will be difficult to restore all information about this employee.
As for changes in passport data and marital status, the same scheme can be used - with a strikethrough.
Coding rules
When encoding information in a personal T-2 card, you must be guided by a number of rules for filling out, defined by the Standard for Automated Personnel Management Systems:
1. If incorrect entries or information not related to this filling are made in the coding field, the T-2 form is considered damaged and must be rewritten. Therefore, it is recommended to either enter exact codes or not enter them at all until the T-2 personal card is submitted to the archive.
2. If there are no records or if the answers are negative (“I don’t have”, “I’m not a member”), the encoded part of this detail remains empty.
3. When indicating dates, the name of the month is written in full, the year is written in four digits; for example: "February 14, 2006."
4. Dates are encoded in Arabic numerals in the following order: day-month-year; for example: "03.10.1998".
In organizations and enterprises that do not plan to introduce automated control systems for personnel activities, it is allowed not to encode details.

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.

Primary filling The form can be made 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 normal use, the employee’s personal card is not included in the necessary documents, which must be unconditionally introduced into 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 business.
  • 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

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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.

Gender is recorded in the same part of the personal card of this employee.

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 completion 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.