What is it for and how to obtain an archived certificate of Form 9?

It is according to the data contained in it that the Pension Fund inspector calculates and issues a pension.

If you don’t have a book, you need to prove your work activity with certificates. A certificate of length of service will be needed from each enterprise where the newly minted pensioner worked.

Certificates of work experience are needed to confirm periods of work when applying for a pension.

Including for registration of preferential pensions ( and ).

In this case, all types of activities are taken into account when deductions were made from income to the Pension Fund:

under an employment contract;
from an individual entrepreneur or an individual;
under an agency agreement;
under a contract.

In essence, a certificate is official information about a particular event, certified according to the rules of document flow. Its main task is to prove at what time and where a person worked. If a preferential pension is issued, for example, due to harmful working conditions, the certificate will confirm that the profession (or position) in which the citizen worked actually gives the right to.

Document structure

Any official documents must be clearly structured, that is, divided into parts.

The certificate of experience must necessarily contain:

information about the organization that issues the certificate (corner stamp with details or full name of the company);
information about the recipient (full name and position of the employee);
information about the job (profession, category, when the employee was hired and);
the purpose and basis of the certificate (where it is provided and at whose request or application);
certification signatures and seal.

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Based on what archive documents can incorrect or incomplete information be restored?

Certificates of places of work before 2002 and information about work in liquidated organizations are issued by the archival institution based on the data preserved in the repository.

This includes the following permanent storage and personnel files:

Personal accounts for individual employees.
Orders for personnel.
Characteristics from the place of work.
Personal things.
Payroll statements.

Extracts from documents allow you to restore your work history. But a document that is officially drawn up has legal force. At the same time, the archive form is not the only condition. The document must be signed by the manager and refer to the numbers of archival files and sheets in them.

How is it processed?

Since this is an official document, it must be executed either on letterhead or on A4 paper with a corner stamp. The stamp or form must contain the company details:

full title;
postal and legal addresses;
telephones.

The document must be assigned a registration number indicating the date of preparation.

If the certificate is issued upon an official request, its details are indicated - date and reference number.

At the beginning it is written to whom the certificate was issued: full name, patronymic, surname, date of birth (this information is entered on the basis of the passport). If your last name has changed, you will need to attach a supporting document (marriage or divorce certificate, change of last name).

The description of work activity begins with an indication of the organization, profession and position of the employee during employment. Next, write the date of return to work and the details of the order. The end of work is indicated - when the employee was fired, by what order (it is not necessary to write the reason for dismissal).

The next stage is a description of work activity:

translations;
assignment of ranks;
combination of professions.

In this case, you must indicate the numbers and dates of the orders.

The profession for which you can retire early must be named exactly as specified in Resolution No. 10 of January 26, 1991.

If the company changed its name, this also needs to be written in the certificate.

The certificate is signed by the head of the company and sealed. If

The personnel officer has a power of attorney for the preparation and issuance of certificates; he has the right to independently endorse the document, but indicating the power of attorney number.

An algorithm for issuing a certificate for a preferential pension is given. If you only need it, everything is simpler. The simple form includes only the total time worked in all organizations. The personnel officer simply adds up the periods (according to information from the work book) and writes the result into the document.

Where and how to get it?

If a certificate is needed by an employee who is still working, he can write an application for issue addressed to the director and submit it to the secretary. The former employee will be issued a document only with a passport, also on the basis of an application. In this case, it is better to register the application: the secretary will sign and put a number on the copy that you need to keep.

According to the rule of Article 62 of the Labor Code, documents related to the employee’s work are issued to him within 3 days.

The certificate is issued by the organization where the person last worked. Each organization makes a copy of the work record book during employment, so the personnel officer of the last employer can issue a certificate using the copy.

If there is neither a book nor its copies, certificates will need to be collected from all places of work

. The problem may occur if or . In this case, you can contact:

to the successor company (personnel documents are transferred there during reorganization);
to the city archive (if the company is liquidated).

Validity

There is no deadline for the certificate of experience

, because it already contains the necessary information that will not change. Pension Fund employees demand fresh ones.

There is also no prohibition on the number of certificates issued - as many as the employee needs, they are required to issue them (maximum after 3 days). You just need to write an application or submit a request from the Pension Fund.

While work books are valid, they must be filled out according to the instructions. If the book is lost or damaged, a duplicate is filled out. But it also needs to include information about where and by whom the person worked.

Without a book, such information can only be obtained from certificates from previous employers. A certificate of work experience is required to confirm places and periods of work

, they are prepared by personnel officers or archivists if the personal file is already in the archive.

Classification of applicant requests

Each of us has the right to visit the reading room of the state archive. Archival specialists work and serve (help) readers during reception hours. They offer their services free of charge or for payment of a state fee.

Covered services include biographical and genetic statements. Social and legal requests are processed free of charge. What belongs to them?

This includes the following information:

information about work experience;
salary data;
awards;
the use of repression and subsequent rehabilitation;
state of health at a certain point in time;
periods of service in the Von units.

See what the cost of a pension point is in 2020 for calculating a pension. About insurance contributions to the Pension Fund in 2020. Find it at the link.

When is a certificate required?

A certificate is required in any case when applying for a job if you do not have a work book.

.
Of course, a duplicate can be issued without certificates, but then there is a risk of losing experience. After all, if the company does not take care of hiring an archivist, personal files may be destroyed, and with them years of work may disappear, which will negatively affect the amount of the pension. This fact needs to be explained to a newly hired employee who does not have a work permit, but has experience
.

Certificates must also be issued if a person worked without a salary, but contributions from his salary were transferred to the Pension Fund, for example:

under a contract or agency agreement;
from an individual;
under a civil contract (such contracts could be concluded with employees until 2013).

Reminder

In essence, a certificate of experience is an official document, certified by an authorized person, containing information about the period of work in the organization, transfers and positions in relation to a specific person. Its task is to confirm the fact of a working relationship. Such certificates are especially important for people applying for preferential pensions.

IN WHAT CASES SHOULD YOU MAKE A REQUEST TO THE FIU?

Employers, including in the archives, do not always have the information the employee needs, so employers have to independently make requests to government agencies, for example, the Pension Fund.

Most often, the employer issues a request if the employee cannot provide a certificate of the amount of his earnings, in accordance with which he should be accrued and paid an insurance payment in connection with an occupational disease or an accident (Part 7, Article 12 of the Federal Law “ On compulsory social insurance against accidents at work and occupational diseases" dated July 24, 1998 No. 125-FZ (as amended on March 7, 2018)).

Also, the employee himself can submit a request, for example, if he has lost his work book and wants to restore his length of service through the Pension Fund. An employee can also obtain information about length of service from multifunctional ones.

To send a request[*] (example 4), you must have the employee’s written consent to receive his personal data.

[*] Order of the Ministry of Labor of Russia dated February 29, 2016 No. 79n “On approval of the application form of the insured to send a request to the territorial body of the Pension Fund of the Russian Federation for the provision of information on wages, other payments and remunerations, the form and procedure for sending the request, the form and procedure for submission the requested information by the territorial body of the Pension Fund of the Russian Federation.”

How to calculate work experience

Today, length of service is not divided into general and continuous; there remains one name for the general period of work: insurance experience.

And it is calculated according to the rules of Article 10 of Federal Law No. 173 by adding up all periods of work for which contributions were transferred to the Pension Fund.

Work experience in the absence of a work book is calculated using certificates issued by previous employers: they already indicate the length of service, you just need to add up the periods taken from all the certificates.

Today, almost any HR computer program has a function for calculating length of service: the computer will calculate periods of work in seconds and without errors.

How to write a certificate

The document must be drawn up either on company letterhead or using a corner stamp so that the company details are recorded. The help structure should contain the following elements:

date and registration number;
Full name of the employee;
the exact name of the position (if it gives the right to early retirement, the name must be written in the same way as it sounds in the 10th Resolution of January 26, 1991);
information about length of service (number of years, months and days worked);
basis (work book details);
purpose of issuance (where it is sent or at whose request);
certification signatures (director, personnel officer or executor);
company seal.

If a certificate is needed to apply for a preferential pension

, then you need to include an expanded description of work activity indicating details of orders:

about translations;
on assignment of ranks;
about combining professions.

It is important to know that a certificate can be endorsed by:

director of the firm;
personnel officer, if he is authorized by order to issue and sign personnel documents;
archivist, if the personal file is in the archive.

Certificate of work experience sample

Below is a sample certificate. There is no need to invent anything. This is a strict document that precisely determines the length of service. Ask the employee for what purpose he is ordering the certificate and enter in it the information that relates to the request. There is no need to write anything extra.

Dear readers, our specialists have prepared this material for you completely free of charge. However, the articles talk about typical ways to resolve issues in labor disputes.

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As a rule, one certificate confirms the length of service with one employer, that is, in order to confirm the entire length of service available in the work book, you need to collect several certificates.

Confirmation of experience may be required in the following cases:

entries in the work book contain erasures and corrections;
the records are not certified by a seal;
records or seal impressions are illegible or unreadable;
there are no work records in the work book;
other questions that PFR employees have when applying for a pension. For example, when applying for preferential pensions, certain periods that are not reflected in the work book (unpaid leave and maternity leave) may be excluded from the length of service giving the right to this.

The photo shows an archival certificate confirming work experience (sample).
In the event of a dispute, it is needed to establish the possibility of receiving state support in court.

What problems might arise?

Formally, registration in the compulsory pension insurance system and receipt of SNILS means that the employer has begun to transfer funds to the pension “piggy bank” on a monthly basis.

But for the employee it is also important that all the nuances like:

The exact date of hiring.
The name of the profession according to the staffing table.
Date of dismissal and exact wording under which article.
The exact name of the receiving (dismissing) organization.
Period of advanced training.

It happens that due to the mistake of a careless HR specialist or employer, entries are not made in the work book. Also, no one is immune from the fact that the documents contain errors, inaccuracies, and incomplete filling.

Failure to comply with the “Instructions for filling out work books” leads to incorrect recording of work experience. Errors are unacceptable and must be corrected!

The adjustment is carried out by collecting missing and clarifying documents. Based on these papers, new entries are made in the work book. If necessary, the applicant reports them to the territorial department of the Pension Fund of the Russian Federation.

But this happens when the former employer has been liquidated or does not exist for other reasons.

How is an application completed?

The application is written to the head of the enterprise or the head, the archive of the city or other municipal entity. The following information is indicated:

name of the organization, individual entrepreneur or archive;
Full name of the employee, date of birth, registration address, contact telephone number;
the start and end date of his employment;
title of the document – statement;
a request for the issuance of an archival certificate addressed to an employee working in a position for a certain period;
the purpose of the document is to be submitted to the Pension Fund to confirm the length of service and the amount of contributions;
date of application and signature of the citizen personally.

The sample document must contain all the specified information.

The certificate is issued upon application by the employee. When contacting an employer, the application is written in free form.

Sample application to the employer to obtain an archival certificate of work experience

The form used in state archives can be seen in the Guidelines for the execution of requests of a social and legal nature, Appendix 3.

If an organization has lost documents about work experience, or did not archive them during liquidation, then work experience will have to be proven through court.

You can submit an application to the State Archive not only in person, but through a single portal of government services.

Where and how to get it?

The certificate is issued by an existing enterprise or requested in the archives of personal files, which are organized after the liquidation of the enterprise.

The request can be sent:

A citizen previously employed under an employment contract, personally.
Based on a court ruling issued at the request of a participant in a lawsuit for the restoration of seniority or the assignment of a pension.
A legal entity regarding an employee.

Request for work experience from a legal entity (sample)
The document may be requested based on a court decision. In this case, the act is transferred to authorized institutions - the employer or archive - by the participant in the legal process or sent by mail.

When drawing up an application to the archives or a claim to the court, you must correctly indicate the period for which information about contributions to the Pension Fund is needed.

When the certificate must be made is not clearly established by law, but a reasonable period should be taken into account.

The period for issuing a certificate also depends on the place where you apply for it:

The employer must issue the required document within three days after registering the citizen’s application;
The state archive has 30 days for this work.

General scheme for processing a request by the archives of the Russian Federation.
In practice, the period for issuing an archival certificate is 10-30 days from the date of receipt of the request.

What is it for?

An archival certificate is a special document with which you can “recreate events of the past.”
It is issued by the archive based on the client’s request. The form contains information about the papers available in the archive and information related to the subject of a specific request. It is compiled only on the basis of originals or certified copies of documents. Therefore, it contains reliable and comprehensive information.

At the same time, search data must be indicated in it. For example: case number or code, number of sheets of paper in the case. And all information is arranged in chronological order - this technique allows you to better understand the sequence of events.

If necessary, the archival certificate contains excerpts from papers (but most often they are prepared using a separate extract). Personal conclusions on the content or speculation of the specialist executing the request are not allowed.

The compiled archival certificate is signed by the person responsible for its preparation and certified by the head of the archive (using a signature and seal). If the answer is compiled on several sheets, each sheet is certified.

The completed form is given to the applicant against signature. It has legal force and is an official document that a citizen can subsequently provide at the place of request.

Document structure

The legislation approves an archival certificate confirming work experience. A sample can be found in the Basic Rules for the Operation of Organizational Archives, Appendix No. 42. But employers can also develop their own form.

The act reflects the following information:

full and abbreviated name of the organization or individual entrepreneur, location address (you can use the official letterhead of the company, which contains all the details);
Full name of the employee, date of birth, registration address;
position held;
period of employment;
wages broken down by month and year;
the amount of contributions to the pension fund.

At his request, a former employee may be issued several copies of the certificate. The number of requests is also not regulated.

Sample of an archival certificate of work experience from an employer

This information is sufficient to establish a citizen’s right to receive an old-age pension.

Validity period of the archived certificate

The validity period of the document is not established by law. The certificate can be used until the death of the citizen in respect of whom contributions to the Pension Fund of the Russian Federation were made. Article 62 of the Labor Code of the Russian Federation obliges the employer to provide the employee with information related to his work activity;

Basic Rules for the work of archives of organizations - regulate the procedure for issuing, content and execution of archival certificates of experience.

The legislation establishes different periods for storing documents in organizations. Thus, employers are required to keep employment contracts with employees for 75 years, and personnel documents for 50 years. During this time, employees can apply for confirmation of work experience, performance of certain functions, and assignments on business trips. In this article we will analyze a sample of an archival certificate that HR officers can use as a basis when providing information upon employee requests.

Purpose of this document

In most cases, it is enough to provide a regular certificate of family composition, which indicates the persons who live in the residential premises at the time of its preparation.

However, in some cases, an archival certificate is needed that will display the complete history of registration of persons in an apartment or house.

There are two most common cases

when you need archival help:

When privatizing housing.
An example is a situation where people wishing to privatize an occupied apartment lived at a different address after 1992. In this case, it is necessary to prove that the right to privatization has not yet been used. This point can be established by compiling archival certificate No. 9 for all previous registration addresses. The compiled document will display information about at what address, during what period the citizen was registered, and the reasons for his discharge. Based on the submitted certificate, the privatization agency draws up a conclusion that the citizen has not previously privatized residential premises at the previous registration addresses.
Registration of inheritance rights
also takes place upon presentation of an extract from the archive. For example, the heir does not contact the notary after he can assume the rights of the owner. If this is not done on time, it will be necessary to establish, with the presentation of confirmed information, that the inheritance was actually accepted. To do this, it is enough to establish the fact that the heir lives with the testator at the same address at the time of registration of the inheritance. Such information may be contained in archival references.

Non-archival information about family composition can be taken for

schools;
military registration and enlistment office;
social services and in many other cases.

As a rule, it is indicated in the list of required documents.

For example, in the case of the military registration and enlistment office: every citizen upon reaching the age of seventeen is required to register. After applying, the military commissariat issues a registration certificate. To issue a registration certificate, a personal file is created, for which the citizen provides a certain package of documents, which includes a certificate of family composition.

Where to get an archived certificate

Depending on what information is needed and how old it is, citizens can contact:

directly to archives that operate in the region, or directly to the Federal Archive;

to organizations that have the necessary information, if the deadline for transferring it to the archives has not yet arrived;

in the MFC authorized to provide such services.

For example, when registering inheritance rights or privatization, you may need an archival certificate of Form 9 - as it is also called, about registration or registration. You can get it either from the MFC or from local authorities. And if you need confirmation of length of service, for example, to obtain the title “Veteran of Labor” or upon retirement, then you should contact your employer directly - the current one and, if necessary, the previous one. If for some reason the organization no longer exists, then information should be requested either from its successor or from the city archive.

Regardless of where you apply, you must submit a written application for information. We'll have to clarify:

name of the organization to which the request is sent;
FULL NAME. the applicant;
reasons for contacting and the essence of the request;
Contact details.

The written request is personally signed by the applicant and dated to the current date.

If you came to the archive...

Important

It contains the following information: owner of the residential premises; persons registered on the premises; relationship between the indicated persons and the owner; dates of registration in residential premises and deregistration; total area and main characteristics of the living space. Archival certificate 9 is often necessary when registering the privatization of housing. It is used to prove the fact that the citizen did not use the right to privatization.

Sometimes it is needed to confirm the rights to the inheritance (for example, it can be used to prove that the heir actually accepted the inheritance, since he lived together with the testator). Or the “purity” of the transaction when purchasing a given property is monitored. An archival certificate of Form 9 sample looks like this: Form 9 is issued by an employee of the passport office, an organization for the operation of residential premises or an archive.

To receive one, you must also submit an application.

What data is considered mandatory?

Most often, the HR department is asked to confirm work experience, so let’s take a sample of an archival certificate of work experience and use its example to look at the structure of such documents and the required information in them.

A sample of an archival certificate confirming work experience (one of the options) looks like this:

We immediately draw your attention to the fact that there is no mandatory form in this case. A HR specialist can use any convenient template. At the same time, in the “Basic Rules for the Operation of Archives of Organizations” dated 02/06/2002 there is Appendix 42 with an example of a certificate. But since the Rules are methodological and informative in nature, this example does not need to be used. The main thing that is required from the personnel officer is to comply with the basic requirements for the issued document:

it is drawn up on the organization’s letterhead;
indicate the date of compilation and number;
specify in whose name the information was issued;
in case of confirmation of length of service, indicate the period of work with reference to orders on hiring and dismissal indicating their details, in other cases - with reference to other official orders issued by the employer;
indicate the purpose of issuing information based on the request. In our case - for submission to the Pension Fund;
Be sure to sign with the manager and affix a stamp, if available, for additional confirmation of authenticity.

It is important to understand that issuing certificates in archives and from employers is free. Regarding the timing, we can say that according to the Labor Code of the Russian Federation, upon a written request from an employee (current or former, it doesn’t matter), documents relating to his work activity must be provided within three days from the date of application.

How to get: passport office

One of the main questions of those who need a certificate of registration at the place of temporary or permanent residence is simply: “Where can I get it?” There are several ways to do this:

personal application to the passport office or with a notarized power of attorney;
receipt by mail after sending a request with copies of the necessary documents.

Receiving and processing any certificate at the passport office requires the presence of the citizen who submitted the corresponding request. In addition, you must have with you an identification document and the right to living space. The application is filled out with a sample in front of you, directly sitting at the table with the passport officer. Then he certifies the signature.

But law enforcement agencies can also obtain a registration certificate. The request comes from the prosecutor's office, court, police or notary, Pension Fund or the department of social protection of the population.

According to Form 9, only citizens registered in the residential area can receive a certificate. To do this, present your passport or another document that replaces it. If you draw up a power of attorney and have it certified by a notary, the resulting document can be issued to an authorized person. If you apply in person, a certificate is usually issued on the same day. If it is sent by mail, preparation for sending may take 2 days.