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In this article we will analyze the mandatory list of documents when applying for a job , established by Russian labor legislation. And also how this list can be supplemented at the initiative of the employer.
In accordance with the rules for applying for a job under the Labor Code of the Russian Federation, the applicant must collect a certain set of documents. Some of them are mandatory and, regardless of the field of activity, are required by every company. Others are a category of certificates that are not required to be presented, but are recommended.
- 1 Legislative framework
- 2 List of documents for hiring
- 3 Additional documents
- 4 Documents when applying for a job (video)
- 5 What to do if the employer requires additional documents? 5.1 Should I collect all additional documents?
The legislative framework
The first step is to clearly indicate that the set of documents that the employee must provide to the employer is his personal data, and there are some rules regarding their processing.
Ch. 14 of the Labor Code of the Russian Federation determines that the employer must draw up a document that establishes the procedure for processing the personal data of employees, their responsibilities and rights in the industry in question. Each of them was also familiarized with this act against signature.
After such a document is signed by the employee, the employer has the right, in accordance with Art. 6 of the above Law, process personal information of an employee without permission from the latter.
List of documents for employment
Article 65 of the Labor Code of the Russian Federation clearly defines the following list of documents required to be submitted to the employer upon employment:
- Passport or any other identification document of the candidate.
- Employment history . It may not be included in the package of documents when applying for a job if the applicant has not worked anywhere before. In this case, the employer is required to draw up this document. If the work book is lost or damaged, a new employee must be issued a new one (at his request). Also, the work book is not submitted to the employer if the employee starts working on a part-time basis.
- Insurance certificate of the state pension insurance fund . When an applicant is first employed, the responsibility for registering a SNILS for him rests with the employer.
- Military registration document : registration certificate, military ID (only for those liable for military service).
- Certificate of education , qualifications and additional knowledge and skills. In particular, the provision of such data is conditioned by a request for confirmation of the skills required by the position. For certain categories of professions, namely: truck crane operator, excavator operator, slinger, etc., it is also necessary to have a certificate of completion of training courses for the relevant profession, which would confirm the qualifications of the applicant.
What document is used to document the hiring of an employee?
After the employee has provided all the necessary papers, and the personnel officer has familiarized him with the local regulations, you can proceed to registration of employment. What document is used to document employment? Not just one: the personnel officer will have to immediately prepare at least four mandatory forms.
When applying for a job, the following documents are drawn up:
- an employment contract is concluded first;
- work book - a record of employment is made;
- personal card - sections I-III and IX are filled out;
- employment order (unified form No. T-1 or equivalent) - issued no later than three days from the date of actual admission to work, certified by the manager.
Local standards may also provide for other documents - a questionnaire, autobiography, job application, etc. However, not a single job placement is complete without the minimum set listed above. An expert will tell you more about the nuances of the procedure and common mistakes when completing it ↓
https://youtu.be/3wi9EoY0BLM
Additional documents
- Medical (sanitary) book . Issued by the sanitary and epidemiological station. Required for catering workers, teachers, as well as in the field of trade and medicine.
- Certificate of absence or presence of a criminal record . Required when applying for a position for which, in accordance with current Russian legislation, persons who are subject to criminal prosecution or have a criminal record cannot be allowed to perform activities.
- Medical certificate confirming completion of a medical examination. Required for minors and certain categories of employees.
Separately, it is worth emphasizing the hiring of a foreigner, since in this case employment is possible only if the latter has a permit to carry out professional activities in Russia, which is issued by the Federal Migration Service at the place of residence.
At the same time, Federal Law No. 115 prohibits a foreign citizen from working outside the subject of the Russian Federation, within which he has the right to temporary residence. Otherwise, the list of documents when hiring a citizen of another state is similar to the employment of Russians.
Mandatory documentation when hiring according to the Labor Code of the Russian Federation
Employment is a set of measures aimed at finding and introducing an individual into government or commercial structures.
The “Employment Law” describes the provisions in more detail. The list of certificates and documents required for official employment is regulated by Article 65 of the Labor Code.
Labor Code of the Russian Federation Article 65. Documents presented when concluding an employment contract
Unless otherwise established by this Code or other federal laws, when concluding an employment contract, a person applying for work presents to the employer: a passport or other identification document; work book, with the exception of cases when an employment contract is concluded for the first time or the employee starts working on a part-time basis; insurance certificate of compulsory pension insurance; military registration documents - for those liable for military service and persons subject to conscription for military service; a document on education and (or) qualifications or the presence of special knowledge - when applying for a job that requires special knowledge or special training; a certificate of the presence (absence) of a criminal record and (or) the fact of criminal prosecution or the termination of criminal prosecution on rehabilitative grounds, issued in the manner and in the form established by the federal executive body exercising the functions of developing and implementing state policy and legal regulation in the field of internal affairs - when applying for a job related to activities, the implementation of which, in accordance with this Code, other federal law, is not allowed to persons who have or have had a criminal record, are or have been subject to criminal prosecution; a certificate stating whether or not a person is subject to administrative punishment for the consumption of narcotic drugs or psychotropic substances without a doctor’s prescription or new potentially dangerous psychoactive substances, which is issued in the manner and in the form established by the federal executive body exercising the functions of production and sale state policy and legal regulation in the field of internal affairs - when applying for a job related to activities to which, in accordance with federal laws, persons subject to administrative punishment for the consumption of narcotic drugs or psychotropic substances without a doctor’s prescription or potentially new ones are not allowed dangerous psychoactive substances, until the end of the period during which the person is considered subject to administrative punishment. In some cases, taking into account the specifics of work, this Code, other federal laws, decrees of the President of the Russian Federation and decrees of the Government of the Russian Federation may provide for the need to present additional documents when concluding an employment contract. It is prohibited to require from a person applying for a job documents other than those provided for by this Code, other federal laws, decrees of the President of the Russian Federation and decrees of the Government of the Russian Federation. When concluding an employment contract for the first time, a work book and an insurance certificate of compulsory pension insurance are issued by the employer. If a person applying for work does not have a work book due to its loss, damage or for any other reason, the employer is obliged, upon a written application of this person (indicating the reason for the absence of a work book), to issue a new work book.
New rules for document preparation are discussed in this video:
https://youtu.be/CWtM11QuEBc
List of required documents
Passport
Required for identification of the candidate.
Labor book
The employer does not have the right to demand it in the following cases:
- primary official employment, the document is processed by the organization;
- loss or damage - if there is a written application, a new one is issued;
- finding a job, qualified as external part-time work.
The book is issued after the termination of the employment contract.
Certificate of state pension insurance
If you get your first job, the burden of completing the document falls on the shoulders of the employer.
Military ID
Mandatory for citizens subject to conscription, as well as those liable for military service.
Education document
Diplomas or assessment sheets indicate the presence of a specialized area of training and the appropriate level of qualifications. Specific occupations require additional evidence of completion of training for the position in question.
List of required documents for employment.
Employees are subject to mandatory annual recertification.
Certificate of absence/presence of criminal record
Some positions, according to the legislation of the Russian Federation, cannot be held by persons who have previously been in prison. Official paper prevents the employment of an incompetent citizen.
Medical certificate
Fulfilling official obligations, for certain professions, involves risks to the health and life of the employee. The above document (form 086/у) indicates the absence/presence of contraindications, the level of psychological adaptation, and general physical condition.
Interesting to know! Working in conditions of ultra-low temperatures requires a specialized medical report. The applicant must confirm the absence of contraindications for working and living in extreme conditions.
What to do if the employer requires additional documents?
Despite the fact that at the legislative level it is strictly prohibited to expand the above list of documents when applying for a job , in practice this happens quite often. You can even give some well-established employment algorithm:
- Application for employment : written by the employee directly when applying for a job, after collecting all the necessary documents, and is attached to the employee’s personal file.
- 3 photographs in 3x4 format : necessary for creating an employee’s personal file and issuing a pass for him.
- TIN (Tax Identification Number).
- Certificate of income.
- Characteristics from the last employer: it is recommended, even if there is no request for such a document, to have it with you at the time of employment, as this significantly increases the chances of getting the desired job, and the terms of cooperation can be made more favorable.
- Documents about the applicant’s marital status: in most cases, additional benefits are provided on the basis of these. For example, an employee with many children can take a vacation of his own free will at any time of the year. The possibility of the employer providing some financial assistance is also not excluded.
- Certificate of registration at the place of temporary residence (for workers from other regions).
- When entering the civil service, Russian legislation provides for the mandatory provision of the following data:
- about the applicant’s expenses, his property obligations and property;
- similar data about the employee’s spouse and his minor children;
- about annual income.
Should I collect all additional documents?
As we can see, these items expand the list of documents approved by Russian legislation when applying for a job quite significantly. However, is it necessary to collect all these certificates? No, but it is desirable.
We recommend reading:
Undoubtedly, it is possible to refuse to submit any additional documents to an employee of the personnel department of a company where you want to get a job. However, is it worth doing this and starting cooperation on such an unpleasant note? There's a lot to think about, isn't there? Moreover, this may lead to refusal of employment, and what should you do then?!
To summarize, we can come to the conclusion that the employment procedure in its simplest form is typical for cases of first employment. In this case, you can apply for a job only if you have a passport. And, in some situations, a document on education, a medical certificate and a document on military registration. The remaining documents - SNILS, work book - will be prepared by the employer.
But still, when applying for a job, it is better to initially collect the most complete set of documents. In this way, you will be able to show the employer your personal and professional qualities, which will undoubtedly be positively reflected in subsequent employment relationships.
