An urgently required extract from the work record book in 2020 can be obtained by filling out a special form. This is not a copy of the employment form, which means you need to know how to correctly fill out the existing form.
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To avoid fines and administrative penalties, it is recommended to take care of the timely completion and proper certification of documents issued against signature.
What it is
The presence of a permanent job must be confirmed in fact (documented). The employment extract issued by the employer is filled out based on an official request from the employee.
To receive urgent documentary evidence, it will be enough to make an official request. Every employee has this right if they need to confirm their length of service or indicate their last place of official employment.
If necessary, it is advisable to obtain an extract from the work record book along with a certified copy of an official document, which confirms the total or continuous work experience.
A certificate can be requested not only to obtain a loan or when applying for a foreign passport, but also in other cases stipulated by the legislation of the Russian Federation. If you need extracts from your work record book in 2020, we recommend that you follow the link provided.
Special place
According to the current legislation on records management, each organization must have its own archive. Among other things, it also includes an archive of work books . Alternatively, it can be located in a higher structure (head office).
As for private entrepreneurs, the law requires them to have a special fireproof cabinet in which to contain all archival materials.
Keep in mind: when, for one reason or another, work books are not in demand by employees, they are kept along with other books for 3 years before being put into the archive.
Also see “Duplicate work book: how to work with it.”
How is it different from a copy?
The form of such a document differs significantly from a simple photocopy of the work document requested for official confirmation of the work activity of a citizen of the Russian Federation.
A copy of the work record is formed by all pages of this document, and the extract represents only a partial copy, which is requested by the employee if necessary.
Data from this document is most often requested to confirm information about the work activities of the interested person.
Regulatory materials:
Employment history
- an official personal document of a Russian citizen who has reached the age of 14 years, receiving registration for the first time since the start of his work activity, upon his first entry into work - employment, and reflecting individual information about him: personal data (last name, first name, patronymic), date and year of birth, education, profession and specialty; the document is assigned a registration number, and, in accordance with the provisions of labor laws, the position recorded in it, all changes and any information about the relationship with the employer are certified by the personal signature of the owner and certified by the signature of the person in charge of the personnel department of the organization (employer), where the work book is stored up to the dismissal of the employee, when moving to another place of work, the work book is handed over to him, and when registering an employment relationship with a new organization, it is transferred to its personnel department.
- “Rules for maintaining and storing work books, producing work book forms and providing them to employers” (approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225, as amended on February 6, 2004, March 1, May 19, 2008)
- “Instructions for filling out work books” Appendix No. 1 to the Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69
- Order On the appointment of a person responsible for maintaining, storing, recording and issuing work books
- Report on the availability of work book forms and its insert
- Application for receipt of work book forms and insert therein
- Act on writing off damaged work book forms
- Certificate of acceptance and transfer of strict reporting forms
- Power of attorney to receive strict reporting forms
- Book of movement of work books and inserts in them
- Receipt and expense book for accounting of work book forms and inserts in it
In what cases is it required
When interviewing for a new job, you may need a work permit, which is most often found with your previous employer.
If you urgently need to obtain information about your last place of work, request an extract, which must be issued no later than 3 days from the date of contacting the employer or his representative.
This form is usually required in the following cases:
- registration of a foreign passport;
- resolving issues through the pension fund (confirming the length of service earned, calculating the amount for a pension or when receiving certain benefits);
- filling out a resume when applying for a job;
- loss of a work book to restore an official document;
- processing a loan or participating in similar banking operations;
- going to court;
- registration of visas, subsidies;
- adoption;
- receiving benefits for pregnancy or at the birth of a baby (social protection of citizens).
It is important to have the full amount of information requested when receiving the official form. The employee is obliged to submit a written application with a request to issue an extract, indicating a certain period - the date from which to which date important information is requested.
You can contact your employer in any form. Here is an example of filling out a similar application for drawing up an extract from the employment record:
Trade Archives
Author: Galina 03/29/2016 at 14:21
Hello! They stole my work book along with all the documents in transport back in 2009. Now I have decided to go back to work, and in order to create a duplicate work record book, I need to restore my work experience, but, unfortunately, the central archive about my work experience does not contain all the data about it. I worked in trade immediately after graduating from SPTU-152 in Moscow, receiving a red Diploma A-260631 dated May 16, 1987. First, I was enrolled from the Moskvoretsk wholesale and retail fruit and vegetable association by Order 81-K dated May 21, 1987. work as a fruit seller in store 26. Then she was transferred as a fruit seller, stalls in store 29 by Order 104-Kr on 08/24/88. And when in 1991 the vegetable stores separated from Morpos, an entry was made in my labor record without my knowledge: Dismissed on 11/01. 91 according to paragraph 5 of Art. 29 Labor Code of the RSFSR (in the order of transfer to the Novospassky Rental Enterprise) Grounds: F.161 OP.1LS.D.169 L.28-29 D.505 L.148-149. In other words, I, while remaining the same seller in the same store 29, according to new records, became a seller of the store, which was renamed the Novospassky Rental Enterprise. In parallel with working in this store, I continued to study at the REA named after. Plekhanov in the evening department. When the time came for the session, all hell broke loose for me, because the director, Leonid Konstantinovich Antonyan, would not let me take tests and exams. As a result, in anger, he illegally fired me on May 6, 1993. I appealed to the Moskvoretsky court, which decided to reinstate me in my position as a salesperson at store 29 “Novospassky” from 05/06/1993. The court decision came into force on 03/20/1994. In my employment record there is a note from the director personally in his hand: Reinstate the seller based on the decision of the Moskvoretsky District Court numbered 2-175 dated 03/09/94. And since I was pregnant with my first son and while I was suing the director, I gave birth to him on December 18, 1993, by the time I was reinstated at work I immediately found myself on maternity leave. Then I gave birth to my second son on January 1, 1995, and my third son on March 26, 1998. That is, from the moment I was reinstated at work at store 29 “Novospassky” by court decision, I remained on maternity leave until March 26, 2001. And on March 27, 2001, she resigned at her own request under Article 31 of the Labor Code of Russia by Order No. 90 dated March 26, 2001, by another director A.V. Kirillov. Kirillov said that the former owner of store 29 “Novospassky” went to America for permanent residence. And when I lost my work book, I turned to the central archive, which contained information about me only up to the entry: Dismissed on 11/01/91. under clause 5 of Article 29 of the Labor Code of the RSFSR (in the order of transfer to the Novospassky Rental Enterprise). Basis: F.161 OP. 1L/S. D. 169 L.28-29 D.505 L. 148-149. Therefore, my question is: how can I now restore the data about my work at the store 29 “Novospassky”, if the director L.K. Antonyan did not submit data about me to the central archive? The pension fund advised me to contact the trade archive. That’s why I turn to you: Please help me restore the lost data about my work at the store 29 “Novospassky”. After all, ten years of work experience have been lost! I have a photocopy of my work record book, to my great chagrin, which has not been certified by a notary. But in this copy all the records and seals are clearly visible. Please, help!!!
Filling rules
Among the general rules, when an official application for an extract from the work book has already been received, there is a standard sequence of actions:
- Having a form, it is important when filling out the form to strictly adhere to the data placed on the title page of the original (name of the original, series and number, full name of the owner, year of birth, education received, profession and date of filling);
- copy the requested information without distortion, strictly observing all the columns of the book;
- The identity of the information is verified with the original.
To fill out the form, use the organization's letterhead. If the latter is not available, it is recommended to use the provided online service. Each sheet is signed by the responsible person after the document is bound. The binding must contain a note about the total number of pages.
If the employment contract is valid at the time of requesting the form, the person completing the form must indicate that the employee is currently working, indicating the date, certifying the information with his signature and the seal of the organization.
Archival certificate of work experience
A document from the archives to confirm experience is of two types:
- with confirmation of work experience;
- with confirmation of salary payments for a specific period.
The archive provides such reference data completely free of charge.
Sample certificate:
Design methods
To obtain an archival certificate, you must fill out an appropriate application containing the following information on the following points:
- Archive name;
- Some information of the applicant, including full name, and others depending on the specific archival organization;
- Place of residence and registration information;
- The period of time for which archival data is needed;
- Workplace information;
- Date, signature.
An application to the archival organization will be accepted only if the citizen has lost his work book.
Sample application:
Deadline for issuing an archival certificate
No more than thirty days are allowed for the issuance of such certificates from the date of sending the letter of request.
If unforeseen difficulties arise, the archive has the right to issue a notice to extend the period for consideration of the application.
How to do
An empty form is possible.
Here is a sample extract - how the requested document should be drawn up:
If there is no signature, no printing or binding of several sheets, this form may not be accepted. The lack of a clear chronology in admissions and dismissals from work - this can raise a number of questions and leave the information provided without consideration.
Failure to comply with the general requirements for the preparation of requested extracts increases the risks of refusing official requests from citizens of the Russian Federation.
About your last place of work
If information is requested from the last place of work where a person works under a contract, you will have to fill out the title information given above to extract it.
Indicate: last name, first name, patronymic, date of birth, education, specialty and position in which the employee currently works. After filling out the form, the date of execution of the document is indicated, the “signature is correct”, as well as a link to the organization where the original is stored.
To do this, you do not need to wait until you are fired to have the original in your hands. After all, while working, preparing various packages of documents, you can receive an extract from your employment record no later than 3 days.
For international passport
In order to obtain a foreign passport or issue a new form of this document, the law requires obtaining a corresponding extract from the work book. Official information is taken for the last 10 years from the original. When a person is not working, a document is requested to confirm this.
The package is issued in the same way as previous requests, observing the exact information on the title page. Certified by signature and seals. Based on the current legislation of the Russian Federation, when replacing an old passport with a new one, the old type is confiscated.
Work producer
Where official forms are submitted, a variety of information is required. But stamped statements often contain copies of an official document.
They are made on the basis of the original, and the content of the specified data itself must identify the manufacturer of the work. For this purpose, all title characters are indicated.
Book of movement of labor books
Home / Work book
| Table of contents: 1. General requirements for the log book 2. Instructions for filling out the book 3. Sample of filling out the accounting book 4. Corrections in the book + fines | Document: Download the book of accounting for the movement of labor books Download a sample book |
Current legislation obliges the employer to keep strict records of work records. For this purpose, Rules for maintenance and storage were developed, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 (hereinafter referred to as the Rules).
According to the Rules, each employer must, in the prescribed manner, keep a book of records of the movement of work books and inserts in them. In everyday life, this document is also often called a registration journal or a register of work books.
The accounting book records all movements of work books within the company:
- Receiving a work report from a new employee hired.
- Registration of a new book, if the document is created by the employer’s personnel service in the case where this is the first place of work for the hired employee.
- Issuance of a duplicate if the work book has been lost or has become unusable.
- Filling out the insert if the book runs out of pages.
- Issuance of a book against signature to a dismissed employee or to the employee’s relatives in the event of his death.
General requirements for the work record book
The book is filled out and stored in the administrative service of the organization, whose functions include the hiring and dismissal of personnel: personnel department, accounting, secretariat, etc.
This register is maintained by an official appointed by order of the manager (IP), who is responsible for receiving, recording, storing and issuing work books.
Basic requirements for the appearance of the document:
1) Hardcover. The book has an extremely long shelf life - 75 years. A soft cover will not allow you to keep the document in a usable form for such a period.
2) Continuous numbering. Based on established practice, the magazine can be numbered either page by page or simply by sheet. Since both methods ensure the impossibility of removing individual elements from the document.
3) Firmware. The journal must be stitched and sealed with a wax seal or sealed. This requirement is clearly stated in clause 41 of the Rules, therefore the standard fastening of the free ends of the threads using a pasted sheet of paper containing a certification note will in this case cause complaints from the inspection authorities.
4) Certification record. Done on the back cover of the book and must contain:
- document's name;
- number of sheets (pages), written in numbers and in words;
- log start date;
- signature of the responsible person with a description of the position and full name.
Please note: the head of the organization (IP) must sign the back of the book. The person responsible for maintaining the register does not have the authority to affix a certification signature.
Unlike most accounting journals, the book is not created for one reporting period, but is used from year to year until the pages run out. Upon completion of the current book, a new one is issued.
Instructions for filling out the accounting book
The unified accounting book form was approved by Resolution of the Ministry of Labor dated March 10, 2003 No. 69 (Appendix No. 3) and is a table of 13 columns, which are filled out as follows:
| Column ordinal number | Content |
| 1 | The serial number of the record is indicated |
| 2, 3, 4 | The date of entry is indicated in the format: DD.MM.YYYY |
| 5 | Fill in the full name of the owner of the work book. It is prohibited to indicate initials; first and middle names (if any) must be entered in full |
| 6 | The details of the work book or its insert are indicated. In this case, the details of the insert need to be written down only if it was issued by this company. If a newly hired employee submits a work report containing an insert issued at one of his previous places of work, only the number and series of the book itself are indicated. Details may vary depending on the year the form was issued: from 1938 to 1974 - the unified forms did not have a series or number, so when filling out the details you need to put a dash or write “b/n”; from 1974 to 2003 – work books of the AT-I – AT-X series with a 7-digit number were issued; from 01/01/2004 to the present - work book forms have the series TK, TK-I - TK-V (inserts - VT, VT-I), the number also consists of 7 characters |
| 7 | The employee’s position is filled in strict accordance with the employment contract (hiring order, minutes of the general meeting) |
| 8 | Indicate the short name of the employer and the name of the structural unit (service, department, etc.) in which the employee will work |
| 9 | The details of the employment order or other document on the basis of which the employee takes office are entered. When filling out the insert for the work book, a dash is placed in this column |
| 10 | The signature of the official responsible for maintaining the journal is affixed |
| 11 | The amount contributed by the employee to pay for the new form is indicated. If the employer’s regulations do not provide for charging employees for new forms or the entry is not related to the preparation of a new work book or an insert for it, a dash is placed in this column |
| 12 | The last working day of the employee in this organization is indicated. If an employee went on vacation with subsequent dismissal and received a paycheck and work book on the last working day, you need to write down the date of dismissal according to the order (in this case, such a date will be the last day of vacation) |
| 13 | Depending on the situation:
|
Note: sometimes a new personnel employee, appointed responsible for maintaining work books, discovers that the company’s accounting book was not kept.
In this case, it is necessary to notify the head of the organization (IP) about the identified violation in writing (for example: draw up a report), create a journal and enter in it in chronological order information about all work books stored in the organization.
In this case, there is no need to sign in column 10, since the new responsible employee did not personally accept these labor documents from the employees.
A sample of filling out a book for recording the movement of labor books
How to make corrections to a book
Corrections to the accounting book are entered in the same way as accounting registers are adjusted:
- On the blank line immediately below the erroneous entry or after the last entry, o is entered;
- The line below makes a new entry containing reliable information;
- Under the correct entry, the full name, position and signature of the person who made the changes, as well as the date of the transaction, are indicated.
Responsibility for non-compliance with accounting rules
For non-compliance with the Labor Code of the Russian Federation and other normative acts of labor law, administrative liability is imposed under Art. 5.27 Code of Administrative Offenses of the Russian Federation:
- warning or imposition of a fine on the responsible official (individual entrepreneur) in the amount of 1,000 to 5,000 rubles;
- warning or imposition of a fine on the organization in the amount of 30,000 to 50,000 rubles.
Read in more detail: Book of movement of labor books
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Validity
When dealing with office work, it is necessary for personnel and employees of other authorities to know the validity period of the extract. For banks (when applying for a mortgage loan), for the Federal Migration Service, the period is usually 1 month. For visa applications, the certified form will be valid for no more than 3 months.
Within a month, interested parties will have to re-issue the extract for: adoption, registration of child benefits, participation in legal proceedings. But for other organizations, limits are set individually.
Russian legislation does not strictly specify restrictions on the validity period of similar copies of the original.
Can they refuse?
According to the legislation of the Russian Federation, they have no right to refuse to issue an extract from the employment record. The legality of employee rights is supported by the Labor Code of the Russian Federation (Article 62), which indicates an unlimited number of requests.
Regardless of whether this is done to get a new job or find a part-time job, a person has the right to apply for a copy as much as he needs.
By paying taxes in good faith and paying wages on time, the owners of their own business will not worry about the fact that certain people work for them.
Employer's liability for non-delivery
In cases where employers unreasonably refuse to issue an employment statement or simply delay the registration procedure itself, employees have every right to file complaints.
These issues are resolved by the labor inspectorate, which helps to quickly deal with problems. In case of non-compliance with the legislation of the Russian Federation, systematic and malicious violations of the current rules and norms of the Labor Code, fines are imposed.
It is important for companies to be more attentive to the requirements of officially employed workers, helping them implement their plans for social protection of the population. In 2020, monetary penalties may amount to up to 50 thousand rubles. for a separate operating organization or up to 5 thousand rubles. to the guide.
A repeated violation in issuing the requested certificates or necessary information will increase the amount of the fine to 70 thousand and 20 thousand rubles, respectively.
The extract is issued in person against receipt, indicating basic information about the executed document. The procedure is recorded in a special journal, where work records are systematically recorded.
This approach to office work will significantly protect against all sorts of discrepancies in issuing statements and will allow you to systematize individual requests for copies of the work report.
Is it possible to get a free work book?
A work book is a strictly accountable document that has a unique serial number and an appropriate degree of protection. It refers to secure printing products, which are produced only by the GOZNAK association and are distributed subject to certain restrictions. So it is impossible to download a work book form in order to use it at work. It can only be used as a sample.
You will find such a sample in our article “Procedure for filling out a work book - sample 2015-2016.”
An inexperienced HR professional can use downloaded forms to practice before filling out the real documents. These are, perhaps, all the options for using forms from the Internet.
