For those who need to correctly prepare a copy of the work book and have it certified by the employer, a ready-made sample for 2021, filled out taking into account the latest legislative changes, will help to avoid mistakes.
The work book (LC) confirms the employee’s length of service. The document is stored at the place of employment, but a person may need its information. There is a need to issue them.
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.
How to certify a copy or extract of a work book correctly - mandatory details, signature and seal
Please remember that certified copies are not always accepted. It happens that a HR specialist puts a stamp in the wrong place, and the citizen receives a refusal because of this.
To avoid embarrassing situations and to avoid having to redo documents, the extract should be certified correctly.
Please review the received copy carefully. It should contain the following information at the end of the document:
- Record number.
- Suggestion: “Works until now.”
- Specialist position.
- Initials of the official.
- Certification date.
Important: the seal of the institution or company you work for must be on it.
Also on the copy of each spread, under it, on the sheet there should be:
- The words written without quotation marks are “Copy is correct.”
- The initials of the specialist are indicated.
- The position of the person certifying the document is entered.
- Signed by a HR specialist.
- Date of.
The most common errors are related to incorrect printing. It must be placed in a specially designated place.
For example, like here:
The general scheme for certification of a work record is as follows:
Please adhere to this when registering.
Please note that:
- The seals seemed to record a copy located on an A4 sheet.
- Stamps were placed on every page.
- Certification inscriptions are located at the bottom, on each page where there is a copy.
Here are a few examples of a correctly certified statement:
And here is an example of correct certification of only the first sheet of work:
Example No. 2. A copy of the work record is needed for the internal needs of the organization.
In this case, the entry where the original work book is stored does not need to be made.
It is enough to indicate the entry “True”; Full name, position, signature of the person responsible in the personnel department; date of certification.
A copy of the work record book can be obtained by writing an application to the human resources department of the organization. An organization's accountant can issue a photocopy if he is entrusted with maintaining personnel records, which can be encountered in small enterprises. A copy of the work record book must be issued after three days from the date of the application from the employee; they have no right to refuse him without giving reasons. The work book has no expiration date. The copy becomes valid from the moment it is prepared and issued to the employee in accordance with GOST R 7.0.97-2016.
Unchangeable design rules
Basically, certification of a work record from 2021 will take place according to the old rules. If the employee requires a copy, the employer is obliged to prepare it within three days from the date the employee submits the corresponding written application. A similar requirement is contained in Article 62 of the Labor Code. And it also says that the issued copy of the book must be properly certified.
A photocopy of the work record book will be valid if, when certified by the employer, a number of requirements are observed:
- All spreads of the document containing some information are copied - starting from the very first (title) page, and ending with the page with the last employment record of the owner of the book. Certification of the work record since 2021 has not changed this rule.
- You should check with the employee to see if a copy of the awards section is required. It depends on where he is going to provide the document. For example, if an employee is applying for the title “Veteran of Labor,” information about incentives can confirm his eligibility for the honorary title.
- The copied pages of the document are then bound, and a paper sticker (on the back) indicates the number of sheets bound together. Several marks are made on the last sheet of the work copy:
- confirmation: "True";
- signature of the employee who prepared a copy of the work book (along with a transcript and indication of the position);
- date of its registration
- seal of the employing organization.
If the document is not stapled, but issued on separate sheets, each of them must be certified in a similar way.
Some organizations for which a copy of the work record is provided also require that it be indicated that the owner of the work record continues to work in the organization where the document was copied, but the state standard does not establish such a requirement.
Read also: How to properly prepare a copy of a work book (sample)
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:
- Cancellation of an employee’s signature upon dismissal in the work book.
- Cancellation of the employee’s signature on the personal card for each entry made in the work book.
- The receipt and expenditure book and the work record book will not need to be sealed or sealed.
- 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.
Sequence of actions for the employer: how to register?
The employer, within 3 days from the moment the employee’s application is submitted to him for consideration, is obliged to provide the latter with a duly certified copy.
Algorithm:
- Receiving a written request from an employee, which indicates the following information: Name of the organization, full name of the manager and his position;
- Full name of the applicant and his position;
- Request for a photocopy of the work book;
- Signature of the applicant and date of writing the application.
The employee does not have to state the reason for requesting a copy, and the employer does not have the right to demand that it be stated. However, if desired, the employee can indicate the purpose for receiving the document - this will not affect the procedure for issuing it.
- Issuing an order to issue a copy. Carried out within 3 days after receiving a request from the employee. A responsible employee (for example, a specialist from the personnel department) is appointed to monitor the execution of the order.
- The designated person makes copies of each page of the document. To do this, they can use any copying equipment, but the copied information must be legible - without streaks, erasures or corrections.
- Certification of sheets in accordance with the provisions of the State Standard Rules. The employer uses any seal. On the last page it is indicated “Currently working”, next to the signature there should be a signature of the employee’s responsibility.
- The sheets of the document are numbered, then stapled and handed over to the employee.
Electronic work books
The Ministry of Economic Development of the Russian Federation and the Ministry of Labor of the Russian Federation have put forward a project to introduce electronic work books.
It is planned to be adopted in the first half of 2021. This will not be a scan of the work record, it will be an information database about the employee’s career achievements. This project will request new data from organizations and entrepreneurs, in particular the labor activity of employees. According to the plans of the Ministry of Labor, citizens who are just starting their working career can keep a work book in electronic form, rather than filling out paper documents.
Materials from the newspaper “Progressive Accountant”, July 2018
Why do you need to certify?
In a number of situations, an employee may request his manager to give him a copy of the work book. The main situations in which it may be required look something like this:
- Applying for a loan;
- Applying for part-time work;
- Preparation of documents for traveling abroad (from 2021 is not mandatory, unless we are talking about obtaining a visa);
- To submit documents to the Pension Fund upon retirement.
Why and why in these cases the provision of a work book is required, we will now examine in detail.
Credit
When issuing a loan, unless it is a microloan, the bank requires a copy of your work record. It is important for the lender to ensure the solvency and reliability of the client, according to which the bank may require you to provide documents confirming this.
To obtain a certified copy, you should contact your employer with a corresponding application. After which you will be given a copy of your work record, which you can provide to the bank.
Job
Explanations are unnecessary here, it’s just worth mentioning that the employer may be indignant at the fact that you are planning to get a second job. However, if you are denied a copy of your work record book without explanation, then you should contact the supervisory authorities or the court with a statement that the employer is denying you a legal requirement . A violation of this nature is punishable by a fine or temporary deprivation of the right to conduct business, so sometimes you just need to mention possible problems and the application will be in your hands.
international passport
Previously, when applying for a foreign passport, it was necessary to provide a certified copy of the work book to the migration service. Today, when applying for a regular foreign passport, you will need to independently indicate in your application your place of work for the last 10 years. Previously, a copy of the work record book was required to confirm this information. Starting from 2021, the procedure has been simplified, and a copy of the work record book may only be required when applying for a biometric passport.
Visa
The question here is more serious. It is worth noting that not all embassies require visa applicants to provide a certified copy of their employment record. This is usually required to travel to first-tier countries. Although for the most part, a certificate from your place of work can serve as confirmation that you are working. Thus, the embassy wants to make sure that you will not conduct illegal business activities abroad and will return to your homeland.
PRF
This is perhaps the most common reason for applying for a copy of a work record book. To receive an old-age pension, a citizen must provide the Pension Fund with an original or a certified copy of his work record book. If you are working, then the original book must be with the employer, and you can receive it in your hands only after dismissal.
But in such a case as registration of a pension, the law provides for the issuance of the original against signature and upon submission of the corresponding application addressed to the head of the organization. In your application, you should indicate the reason and outline your obligations to return the document.
As already mentioned, you may be required to provide a receipt containing the following information:
- Your name and position;
- Reflect the reason why you need the original work book;
- The time frame within which you need it for use;
- The date by which you undertake to return the work book back to the organization;
- Mention that you are responsible for the safety yourself, in accordance with the terms of use of the document;
- Date and place of receipt.
Handing over the original is allowed only in cases of registration of pension payments, since the PRF requires mandatory notarization of the copies provided. In other cases, a copy of the work record book can be certified by the head of the organization in which you work.
Record “currently working”
How to write (register) an entry in a work book that still works today? There are several ways to leave a record that an employee is still performing a job function. Every HR employee or employer is used to leaving their own record, but, by the way, these records are not always correct.
If you want to leave a more official entry, then this option will suit you: “He is currently working in such and such a position.”
If you want to leave a shorter justification, then write: “Working at the present time.”
If the employee is transferred, then leave information from which position to which, based on the information in the order or in the work book.
Sample (photo) of an entry in a work book “currently working”:
How to certify a work book if you are not working or have a work record in hand?
If the work book is in your hands, such a method as certification of the work record in the organization will not suit you; you need to contact a notary.
With the help of a notary
You do not need to fill out any application to contact a notary. You make copies of the work yourself and take them to the notary’s office.
There, the notary gets acquainted with your documents, namely your passport and the original work document, and then affixes stamps and his signatures on each page of the copy of the work document.
On the last page they are left with a note stating that the copy is correct, and they also put initials and contact details of the notary chamber.
After reading the entry, you leave the date and signature on the last page.
Statement
To provide you with a copy of the work record, you need to fill out a corresponding application. It is compiled in free form, but there are requirements for the content, so it should be indicated here:
- Position and full name of the manager in whose name the application is made;
- Full name and position of the applicant;
- Please provide you with a certified copy of the work record;
- The reason you need it;
- Date of application;
- The applicant's signature and its transcript.
Blank form for issuing a copy.doc Sample application.doc
In some situations, you only need information about individual periods during which you worked. So, to submit it to the bank, it will be enough to copy the title page and a copy of the page where the current period is reflected. Moreover, if the entry is, for example, illegible, the data may be provided in printed format, but a copy of the title page will still be required.
