Can the labor management handbook be made electronically?

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Reply:

According to Clause 1, Article 12 of the 2019 Labor Code, employers are responsible for establishing, updating, managing, and using labor management books in paper or electronic copies and presenting them when requested by competent State agencies.

Pursuant to Article 3, Decree 145/2020/ND-CP, the establishment, updating, management and use of management bookslaboris defined as follows:

1. Within 30 days from the date of commencement of operation, the employer must establish a labor management book at the headquarters, branch, or representative office.

Employers who fail to keep a labor management book may be fined. Illustration photo: DT

2. The labor management book can be made in paper or electronic form but must ensure basic information about the employee, including:

- Full name;

- Gender;

- Date of birth;

- Nationality;

- Place of residence;

- Citizen Identification Card Number or Identity Card or Passport Number;

- Technical expertise;

- Vocational skill level;

- Job position;

- Type of employment contract;

- Time to start work;

- Participate in social insurance;

- Salary;

- Promotion, salary increase;

- Number of days off per year;

- Overtime hours;

- Vocational training, education, training, and improvement of vocational skills;

- Labor discipline, material responsibility;

- Work accidents, occupational diseases;

- Time of termination of employment contract and reason.

3. For the Labor Management Handbook, the employer is responsible for:

- Display and update the information specified in Clause 2 of this Article from the date the employee starts working;

- Manage, use and present labor management books to labor management agencies and relevant agencies upon request as prescribed by law.

Penalty: For employers who do not establish a labor management book; establish a labor management booknot on time, not ensuring the basic contents as prescribed by law; not recording and entering complete information about employees into the labor management handbook when the labor contract comes into effect; not updating information when there is a change in the labor management book will be subject to administrative sanctions for violations of labor management as prescribed.

Thu Huong