New procedure for certification of copies of documents from July 2021

Basic rules for certifying a work record

When making a copy and certifying it, you must be guided by the procedure established by the current regulations.

The basis for issuing a copy of the work permit is a written application submitted by the employee. The only exceptions are enterprises classified as small businesses.

They are given the right to issue copies of this document upon an oral application from the employee. However, to avoid problems in the future, it is still recommended to obtain a statement from the employee in advance.

You must copy all spreads that contain notes. You need to make copies from the initial sheet, where information about the employee is located, and end with the sheet on which there is a record of the current employment.

The copies are stapled and marked on the final page. In this case, the copies taken must be bound and sealed with a signature and seal indicating the number of sheets. After this, the responsible person indicates his position, signs and deciphers it.

Next, the next record number in sequence is indicated, and the current date is recorded. Then the following phrase is recorded: “Continues to work to the present time.”

This entry must be signed by the HR department, or, in its absence, by the chief accountant or director. When using a seal, it must be present here.

Important! A copy of the employment record must be issued to the employee no later than three days from the date of receipt of the request from him. You should not hand over the work form to the employee, since for this entire period, responsibility for the safety of the form rests with the company’s management.

New rules for certification of work records from July 1, 2021

All of the above rules also existed before the entry into force of GOST R 7.0.97-2016. The new defining act established the obligation of the employer, when certifying the labor report, to make another entry on the last sheet.

This procedure is currently recommended, that is, the company can apply it or use the old methodology.

However, the recommended nature has a time limit. The legislation stipulates that from July 1, 2021, all employers, both legal entities and individual entrepreneurs, must apply the new GOST in strict accordance.

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The main difference between the new rules is that it is now necessary to indicate where this document is stored when certifying the labor document. You can do the following o.

Attention! The absence of this record will lead to the fact that a copy of the work document will not be accepted at the place of request, and it will need to be made again, but according to the current rules.

For what purposes is it necessary to certify records in labor records?

The most common body that requests a citizen to provide a copy of his or her employment record is a bank, for example, Sberbank or another credit institution.

They most often do this when necessary:

• Confirm that the potential borrower has a source of income and will be able to repay the loan;
• If loan payments are not received on time, then, by court decision, the required amount may be withdrawn from his salary;
• To confirm the information provided in the application form;
• Determine the degree of job consistency - clients who rarely change their employers are more trusted by banks;
• Determine the reasons for dismissal - if the contract is terminated for “bad” reasons (absenteeism, violation of discipline, etc.), the bank may refuse to issue a loan.

The second most popular organization that requests a labor permit is the Federal Migration Service department when issuing a foreign passport. Here you must provide a certified copy of your employment record, although only places of work over the last 10 years are of primary importance.

Despite the fact that the order of the Ministry of Internal Affairs abolished the need to provide the document, many departments still continue to request it. The illegality of this decision can only be challenged in court.

Sometimes a copy of the work record is necessary to obtain a visa to enter the state.

Sometimes a copy of the document is requested by the personnel department of the company where the employment is being carried out. This is especially true if the job search is carried out without termination of the contract at the old place, and there is no opportunity to show the original.

Thanks to the copy, the new employer will be able to evaluate previous jobs and positions, how often there were job changes, the reason for the layoffs, etc.

When might a certified copy of a work record be needed?

A person may request data from a work book if he needs to confirm his official place of work, length of service and the fact of receiving a permanent income:

• the need to obtain a loan. The bank must check whether the applicant is actually employed;
• obtaining a visa to travel abroad. The consulate is interested in ensuring that tourists return home in good faith after their visa expires. Work is recognized as a source of income worth returning for;
• registration of pensions, benefits, benefits. Electronic databases, for example, of the Pension Fund appeared not so long ago. Therefore, the need to confirm the fact of employment many years ago may arise;
• divorce, alimony. The employment of the father or mother plays a role in determining which parent the children will stay with. A copy of the father’s Labor Code is the basis for assigning alimony;
• submitting a resume. A potential employer will learn everything about the applicant’s experience from the provided copy of the Labor Code.

Sample certification of work record

Until July 1, the old procedure for certifying copies of these forms is still in effect. Therefore, it will not be considered an error if the responsible person performs the procedure without innovations.

Let's consider a sample certification of a work record valid until July 1, 2021:

New rules for certification of work records from July 1, 2021 will require that the procedure proceed as follows:

Thus, the labor certification will look something like this:

Planned changes

Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 affects the rules for maintaining and storing work books, as well as the production of forms and provision of them to employers. The Ministry of Labor and Social Protection is an executive body that can make changes to the Labor Code, and it considers it necessary to simplify the life of a career employee. That is why the regulatory framework began to change so quickly, and regulatory legal acts were developed to amend Government Decree No. 225 of April 16, 2003 “On work books.” Among the important amendments:

1. Cancellation of an employee’s signature upon dismissal in the work book.
2. Cancellation of the employee’s signature on the personal card for each entry made in the work book.
3. The receipt and expenditure book and the work record book will not need to be sealed or sealed.
4. The Ministry of Finance of the Russian Federation should consider a new procedure for producing labor record forms.

These projects were publicly discussed until the end of April, after which they were submitted for examination for further processing. Since departmental orders are registered quite quickly, innovations in work books can be expected this year.

Basic mistakes

When certifying labor, the following errors are often encountered:

• The “Copy” stamp is not placed on all sheets, but only on certain ones (for example, the first and last);
• All sheets, except the one containing the last entry, do not bear a certification inscription with a seal imprint;
• The last sheet of the copy does not bear the inscription “Currently in use”;
• When certified, only a signature is affixed, without indicating the position and personal data of the responsible employee;
• The employee who certifies the copy does not have the necessary authority to do so (does not have the right to sign);
• From July 1, 2021, it will be a mistake not to provide a link to the storage location of the original document;
• The seal imprint on all sheets is affixed to the “white” part of the sheet. It needs to capture part of the copy.

Sample of a certified copy of a work book in 2020

Let's move on to what a sample copy of a work book, certified by the employer for the bank, will look like.

The primary role for a potential lender is to indicate that the employee is still employed and not fired.

HR Inspector of JSC Instrument Plant A.Yu. Pimenova copied the completed pages of the employee’s work book and certified each with the following inscription:

Right. The original work book is located in the personnel department of JSC Instrument Plant in the safe inv. No. 2091990 Currently working in her position as HR Inspector A.Yu. Pimenova. Pimenova April 30, 2021 MP*

* The seal impression partially falls on the duplicate and does not obscure the words. If an organization (or individual entrepreneur) does not have a seal, then it is written “Believe without a seal.”

When stitching into a general document, the sheets are numbered, and the certification inscription is located on the back, where the lacing is secured and the number of laced pages is indicated.

The picture shows a sample certification of the last sheet of a copy of the work book:

And this picture shows an example of the design of all completed and certified sheets of the work book after the last spread:

Should the employee be given a work book?

Labor rules stipulate that this form cannot be given to the employee if he is not resigning, but is reading it for some personal purpose. If, after its transfer, the employee loses it or damages it, then his current employer, according to the rules, will be obliged to issue a complete duplicate of it.

In addition, during issuance there is a direct violation of the above rules. As a result, a fine of 1 to 5 thousand rubles may be imposed on an official, and from 30 to 50 thousand rubles on a company.

This rule does not apply to situations where an employee needs to present his/her employment history to receive pension payments. This is stipulated by the amendments made to the Labor Code in 2015. In this situation, the company cannot refuse the employee’s request, but the latter is obliged to bring it back to the organization within three days after returning the document from the authority.

Attention! If an employee needs a document, then he can be given a copy, which will be certified according to the established rules. There is no need to make a note at the notary's office.