How to properly certify a copy of a work record book by an employer

Certification by a notary

The main thing is that in the modern world it is possible to borrow this money almost freely, subsequently repaying the amount within a certain time with some interest. Few citizens in our country have never used loans until today.

In fact, loans are taken out quite often, and generally citizens do not have problems repaying them, which cannot be said about obtaining a loan.

In order to study a certain amount for a long period, you must provide a certain package of documents. It should contain information about you as an individual, as well as, which, of course, is important for the bank, about your solvency.

You can show many documents without problems, since they are always with you, for example a passport or marriage certificate. But you have to obtain some documents and in some cases this is very difficult to do.

Today we will talk about a copy of the work book at the bank, how exactly to get it in accordance with the law and how to use it. We'll tell you everything in our article.

In what cases may a copy of the work record be needed?

A copy of the work permit may be required in various situations, for example:

to obtain a loan from a bank,
for processing social benefits,
to apply for a pension,
to obtain a visa, etc.

If a citizen has a certified copy of the work book in his hands, the process of restoring a previously lost document will be greatly simplified. From our article you will learn how to properly prepare a copy of a work book; a sample will be presented below.

Read also: Rules for maintaining work books

Requirements for the organization's seal

Thus, paragraph 5 of Article 2 of the Federal Law of 02/08/1998 No. 14-FZ “On Limited Liability Companies” contains requirements for the organization’s seal. The LLC must have a round seal containing its full corporate name in Russian (as well as in any language of the peoples of the Russian Federation and (or) foreign) and an indication of the location of the company. Similar requirements for seals are contained in the Federal Law of December 26, 1995 No. 208-FZ “On Joint-Stock Companies” (Part 7, Article 2), and in the Federal Law of January 12, 1996 No. 7-FZ “On Non-Profit Organizations” (p. 4 Article 3). From which it follows that the presence of additional information in addition to that indicated above will not be a violation. The classification of employer seals can be carried out by assigning numbers or indicating structural units.

Reference

Paragraph 5 of Article 2 of Federal Law No. 14-FZ dated 02/08/1998 “On Limited Liability Companies” contains requirements for the organization’s seal. The LLC must have a round seal containing its full corporate name in Russian (as well as in any language of the peoples of the Russian Federation and (or) foreign) and an indication of the location of the company.

Let us note one more point in conclusion. An employer-legal entity is an organization that has the right to use several seals. All of them will be considered the seals of one organization if the full name of the legal entity is indicated on them. It would be logical to assume that the seal of the HR department has the right to be called the seal of the employer, as having a specific affiliation.

Thus, as legislators believe, it will not be a violation to have a personnel service seal in the work book, that is, another seal of the employer, which will not entail a violation of the employee’s rights. It is enough that this seal contains information about the name of the employer (legal entity) and its location. The entry on the termination of the employment contract in the employee’s work record book will be considered confirmed, in this case, as well as the signature of the person responsible for maintaining the work record books. The employer's seal acts as a guarantee that the HR representative is actually authorized to make entries in the employee's personal document.

Commented document: Letter of the Federal Service for Labor and Employment No. PG/13282-6-1 dated January 20, 2014 “On the presence of the employer’s seal in the work book”

Consultant M.V. Akinshin

, for the magazine “Normative Acts”

Work with personnel at the enterprise

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Where can I get a copy certified?

How can I get a copy of my work record book so that there are no complaints about it from employees of different departments and banking institutions? A citizen can do this in two ways:

by contacting the organization in which he currently works;
by contacting a notary (this option is used if a person does not work anywhere officially, or the organization has been liquidated and the book is in his hands).

Authorized employees have the right to certify copies, incl. manager, chief accountant, personnel department employees. Work books of citizens working for an individual entrepreneur must be certified by the individual entrepreneur himself.

How to make a copy of a work book? The responsibility to prepare copies of work records is usually assigned to the personnel service. The same department is also responsible for their management.

Legislation

Every employer should know that the records of his employees are required to be kept by him. And he bears full responsibility for them. The issuance of books to employees is strictly regulated by Labor legislation, namely Article 62. It says that it is allowed to provide the original only if it is necessary to submit it to Social Security. And the employee who received it from Social Insurance is obliged to return it to the employer no later than 3 days. In all other cases, a copy or extract of the book must be issued.

If the original is lost, the employer is obliged to issue a duplicate, including all the information that was indicated in the book. However, it is not always easy to recover records from other employers, as documentary evidence of their existence will be required. In the absence of such evidence, the employer can only enter the information available to him and the total number of working years.

For failure to comply with the rules for storing the book, a fine may be imposed on the employer and organization. For an official it will be no more than 5 thousand rubles, and for an organization 30-50 thousand rubles.

Therefore, in order to avoid this liability, documents should be stored in a safe in an archival manner.

Sequence of employee actions

To receive a copy of your work report, an employee must complete a number of actions:

contact the HR department;
write an application requesting a copy of the document; it is usually written to the manager or head of the personnel department;
expect the issuance of a certified document within the time established by law. According to clause 7 of the “Rules for maintaining work books” (approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225), a copy must be issued within 3 days from the date the employee submits the application.

The organization's management does not have the right to refuse an employee a copy under any circumstances.

Who assures?

The employer is obliged to give the employee a copy of his work record book, as stated in paragraph 7 of the Rules approved by Government Resolution No. 225, and article number 62 of the Labor Code.

The right to unhindered receipt of a copy is also provided for in articles numbered 89 and 84, which refer to the time frame for consideration of the submitted application ( no later than 3 working days from the date of receipt of it from the employee) and the absence of a fee charged for issuing the document.

The main thing is to clearly distinguish a copy, which is considered valid only if the original exists and is not a replacement for it, from a duplicate - it is issued instead of a work document if it is lost.

Whether it is possible to restore your employment status yourself, read our article.

The right of an employee to receive information and access to his own personal data is enshrined in the Labor Code, in article number 89.

The employer has no right to inquire into the reasons for the request for a copy, charge a fee for it, or refuse to provide it.

After receiving an application , an authorized person, which may include the chief accountant and employees of the personnel department, or the manager directly, is required to give the employee a certified copy of his work record book.

It is important to know that certification must take place directly in front of the employee, after which he checks their correctness and relevance.

If a certified copy is needed by the general director (founder) , then it can be issued by:

authorized person - office worker, human resources department, accountant;
the manager himself, if the organization does not have the above positions on staff (in accordance with paragraphs 10 and 35 of the Rules under number 225);
another employee who is assigned this function by a separate Order.

If a person is no longer in an employment relationship, but needs a certified copy of the book, you can do this:

Carry out the procedure with a notary , providing the original document and passport.

The procedure can be carried out without the direct presence of the owner of the document, if there is an appropriate power of attorney.

It is important to remember that from the moment an unemployed person is hired, the copy issued to him is considered invalid.

At the Employment Center , if the unemployed person is registered there.

To carry out the procedure, you will need to independently make photocopies of all sheets of the document and provide them to employees, who will put down the appropriate marks.

To perform a notarial act, a person must provide the original document being certified and an original passport. The cost of certifying copies of documents from a notary in 2017 costs 580 rubles per copy.

Validity period for a copy of the document

The duration of validity of a copy of the work permit depends on the requirements of the organization requesting it. So, in many credit institutions, social agencies, etc. it is required to submit a copy no older than 1 month from the date of its certification. In other structures, this period may be longer - it is better to clarify this in advance.

If new entries are added to the work book after copying it, the copy automatically becomes invalid regardless of how much time has passed from the date of certification, and it should no longer be submitted anywhere.

Errors when preparing a document

The following error is often encountered: the organization's seal captures the text or signature of the personnel officer (and it becomes difficult to read what is written in the copy) or is not in the place where it should be (fields marked by MP). The seal impression must be located according to the rules.

It should be especially noted that errors in copies are inappropriate. Also, corrections when writing wording are not allowed. A document executed incorrectly will simply not be accepted from an employee, as it will be considered invalid. If a mistake was made, you need to copy the necessary pages again and certify them properly.

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How to make a copy of a work book correctly

A copy is created using technical means (copier) from the pages of the original. It consists of A4 size sheets stitched or not stapled together with a copy of one spread of the book on each sheet.

HR department employees must approach this process responsibly, since an incorrectly completed copy will not be accepted at the institution where the employee of the organization plans to apply.

How a copy of a work record is made by an employer:

it is necessary to make photocopies of all pages on which there are entries (including inserts and the title page), if necessary, a copy is also made of the pages about awards;
The print quality must be good, it is unacceptable to change the scale on the copier, double-sided copying is not allowed;
copy sheets should be numbered;
if the copied pages are not stitched together, each of them must indicate: the inscription “Correct”, the position of the person who certified the copy, the handwritten signature of the certifier, his initials and surname, the date of certification; when stitching pages of a copy, such an entry is made only on the last sheet, and on its back a paper sticker is made indicating the number of numbered and stitched sheets (the inscription is also certified by a signature and seal);
on the last page of the copy of the work the inscription “Working to date” is also written;
the seal should be located on part of the text, and not in an empty space on the page.

Please note that as of July 1, 2018, the new GOST R 7.0.97-2016 came into force, adding a new requirement to the procedure for making a certification mark (clause 5.26). Now, if a copy is made for submission to another organization, the standard certification inscription must be supplemented with a phrase about the location of storage of the original document. Here's what it might look like in an example:

Certification procedure

When creating copies, you must start from the first page of the book, which contains basic information about its owner. Then all pages with entries are copied. The last one should be a sheet with a record of this employer. Next, you need to certify the copies made in a specially provided way. There are 2 main options:

You can certify each sheet separately.
You can staple all copies by first numbering each of them. And certify the bound document.

It is more convenient to use the second method, since in this case you will need to put the certification in only one place. If you use the first method, each copy made will have to be certified.

The certification procedure will be as follows:

We write “Correct” or “Copy is correct . Both of these formulations can be used at your discretion.
We indicate your position, full name and signature. Not all employees have the right to certification, so only authorized people should do this.
We put the organization's seal if the company uses it. In cases where the employer does not have a seal, you must write the phrase “Believe without a seal .
Specify the date.

Features of making a copy for the bank

How to make a copy of a work record book if the employee’s goal is to obtain a loan from a bank? According to the above rules. In this case, the document records must confirm that the borrower is still working in a certain position. When verifying, the following nuances should be taken into account:

the copy must be prepared in accordance with all legal requirements, and specific design requirements should be clarified with the banking institution;
if the last entry in the work book is located at the very bottom of the page, you need to make a photocopy of the blank page following it; this will confirm that the citizen has not been fired or transferred to another position.

Common mistakes

All employees responsible for this must know the procedure for certifying copies. But at the same time, each employee is obliged to check the correctness of the document issued to him. Because it is he who will have to go several times to the organization where this copy is required if it is not certified correctly. When checking a certified copy, pay attention to the following common mistakes:

Not all sheets bear the signature of the person being certified . This situation only applies to cases where the copies are not stitched into one document.
Not everywhere there is a stamp “Copy is correct” . Sometimes the employee is in a hurry and stamps very quickly. Therefore, there is a risk that he will miss one or two pages. This error also only applies to unflashed copies.
The employee who certified the copies does not have authority . Pay attention to who exactly is responsible for certifying documents in your company.
There is no inscription indicating that the employee continues to work. This is a very important inscription without which it is not clear until what point the person worked.
There is no new requirement for information about the storage of the original book. Now, without this inscription, a copy of the book will not be accepted.
The company's seal stamp is affixed to a white sheet of paper without touching the copy itself. The stamp must touch at least part of the copy made.

Knowing the main nuances and common mistakes, you need to carefully check the issued document. Also, the employee himself should pay attention to how the copy is certified, and whether all pages of the book are photocopied. You can learn more about this from the video presented.

Example No. 1. An employee asked to provide a work permit in order to take it to a bank, Pension Fund or MFC

In this case, the work book should be certified in the following order, indicating the storage location of the original form, that is, o is placed on the document;
indicate the full name and position of the employee responsible for maintaining personnel documents; the date of certification is indicated; and from July 1, 2021, it is necessary to indicate where the original work book is stored. The entry may be as follows: “The original document is located in the personnel department of (name of organization),” as in the example below.