A copy of the work record: how to certify according to the new rules

A copy of the work book is a document that replaces the original in conditions where it cannot be taken outside the organization, but must be presented elsewhere. In 2021, the copy design rules have changed.

New rules for certifying a copy of a work record book have been included in the document flow since July 1, 2018, with the entry into force of GOST R 7.0.97-2016. Now, if a document needs to be submitted to a third-party organization, the certification inscription will be more voluminous. We’ll tell you exactly how to do this correctly in the article.

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.

Responsibility for violation of office rules

Heads of organizations bear personal responsibility for the correct execution of documents and organization of office work.

If paperwork is not organized correctly, they may face a fine under Article 13.20 of the Code of Administrative Offenses of the Russian Federation for violating the rules for storing, completing, accounting or using documents, including for non-compliance with the new GOST. Its size ranges from 300 to 500 rubles for officials.

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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.

Why do you need a copy?

You will have to confirm your employment when contacting social support services when applying for subsidies and benefits or the Pension Fund.
Banks ask for confirmation in order to decide whether to issue a loan or mortgage. A sample certified copy of the work record book confirms the length of work and the fact of employment. If you are employed, a certified copy will be made by an employee of the HR department or another person authorized by order of the enterprise, for example, a lawyer or accountant. In their absence - the leader. A copy is provided within three days without charge. For the unemployed, the authenticity will be confirmed by a notary (for money).

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:

New rules for processing personnel documents

The new GOST makes some qualitative changes to the mandatory details of personnel document forms. In this regard, it will be necessary to update the personnel document flow regulations and bring them into compliance with the new rules.

Restricted stamp

This is a new detail, it is indicated on a document that is not intended for disclosure, but is used only for its intended purpose. The office management regulations should specify the option for using this stamp.

You can use the following wording: “Confidential”, “Trade secret”, “For official use” and others.

You can also add the instance number and other information. The mark is placed in the upper right corner of the document.

Destination

If the letter is sent via the Internet, then the recipient's email address must be entered in the form. When preparing correspondence that is intended for an executive, you can put the abbreviations “Mr.” or “Ms.” in front of the last name.

Division name

The name of the structural unit should be located next to the name of the company in letterheads and documents of branches, representative offices and other divisions of the company. It is written in capital letters, for example “HR DIRECTORATE”.

Author of the document

On the letterhead of heads of regional and municipal offices, after the name of the company, you must indicate the author of the document. Type of record - capital letters: "DIRECTOR".

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.

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.