What is the validity period of a copy of a work book and how to apply for a copy?

I have repeatedly had to get a copy of my book at work. I ordered it for various situations when it was necessary to document my employment. I especially remember the incident with the bank. I wanted to get a loan, and the bank asked me for a copy of the book, as well as a certificate of my income. But since the lending conditions are different in different banks, I decided to contact several banks.

The process of choosing the most favorable conditions took me about a month and a half. And when I contacted the chosen bank again, I was informed that my copy was no longer valid and I needed to provide a new one. And in this article I will tell you how long this document is valid.

Procedure for approving a copy

The main reason for issuing copies of books is that the employer is responsible for them. They must be kept by the organization as long as the employee is employed there. The only case when the original book can be given to an employee is when it is required by Social Security. In all other situations, upon request, only a copy of the original book is issued.

An employee cannot make a copy of the document on his own, since it must be certified in the prescribed manner:

1. All sheets of the book that contain entries are copied . It is necessary to check not only the sheets with the place of work, but also the pages indicating the person’s awards. It is also important not to forget to photocopy the first sheet, which contains information about the owner of the document.
2. A record is made that the copy is correct . It can be affixed with a special stamp or simply written in text.
3. The seal of the organization, signature and position of the employee who certified this document are affixed. If the company does not work with a seal, it is necessary to record “Believe without a seal.” Only the employee who has the authority to do so is required to certify. They are usually vested in accounting staff, human resources departments, managers and entrepreneurs themselves.
4. The date of certification must be indicated. It is from this that the validity period of the issued copy will be counted.
5. Information is provided that the employee is still working for the company. This means that he was not fired earlier or on the last day and is on staff as of the specified date.
6. Since July of this year, it has become mandatory to indicate an additional entry about where the original book is kept. Here you can indicate the employee’s safe or personal file, as well as the department where this document is located.

If the copy is not formatted correctly, it will not be accepted at the destination. Therefore, every employee who has the authority to issue copies must know what requirements are established for the certification procedure. Also, upon receipt of the document, the employees themselves should check that it is correctly formatted so that they do not need to apply for it again.

A copy must be issued based on the employee’s application no later than 3 days. But in small companies you can request such a document orally. There are no strict requirements for completing such an application.

Requirements of banks for the work activities of clients

Banks need information about the client’s work, first of all, to confirm the veracity of the information provided by the future borrower, and also for:

• determining the degree of solvency of the prospective client;
• establishing his main stable source of income;
• insurance for possible recovery of the loan amount at the borrower’s place of work in the event of non-repayment.

This is important to know: How to fill out a work book correctly: sample 2021

When making a decision to issue a loan, the bank’s credit commission proceeds from an analysis of the likelihood of debt repayment. An important role in this is played by information about the client’s permanence in labor relations, the source of which is his work book.

Therefore, persons who often change their place of work (who have recently had many entries about employment and dismissal in their work book) cannot always be recognized as reliable clients.

The situation is the same with persons whose work books contain records of dismissal on the so-called guilty grounds provided for in Art. 81 of the Labor Code of the Russian Federation (for systematic violations of labor discipline, absenteeism, appearing at work while drunk, committing theft at the place of work, etc.).

Such clients are often denied a loan, and the reasons may not be explained.

Validity

The law does not establish a specific validity period for a copy of the book, so this point causes controversy among many. Each organization requesting a copy must establish its own requirements for it. Depending on the purpose for which it is needed, the validity period of the copy may vary. In most cases it is required:

• in credit institutions when submitting a request for a loan or credit;
• to the Pension Fund to confirm your work experience;
• at the Embassies of different countries to obtain entry permission;
• in social authorities for registration of benefits;
• in courts to confirm the place of employment.

Previously, this document was needed to obtain a foreign passport. But now it is not required. You can learn more about this from the video presented.

Banks

Here a copy is required to verify the person's employment in a particular position. Using information from the book, they receive the following information important for determining the solvency of a potential client:

1. Permanence of employment . The book shows how long a person worked at his last place of work, as well as his total length of service. By analyzing this information, we can conclude how long a person can stay at work and how long he works in a team. There are people who have only changed 1-2 jobs in their entire lives, and there are people who change employers every 3-6 months. Of course, a reliable client will be a person who has not changed his place of work for a long time.
2. Last date of work . Most banks will not issue loans if a person has just recently gotten a job. This is due to the fact that the first 3 months are often probationary, and during this period the employee can be dismissed under a simplified scheme. Therefore, the standard requirement of credit institutions is employment in the last place for more than 3-6 months.
3. Job title . The employee's salary mainly depends on it. And, based on average statistical data, bank employees can determine the average earnings of such a person. In addition, a person holding serious leadership positions will inspire more confidence, since only responsible people who have achieved their position through certain merits can work in it.
4. Place of work . There are many organizations where employees are not paid promised bonuses, salaries are delayed, and staff can easily be laid off. In addition to them, there are reliable large companies that have been operating for a long time. It is easy to check the reliability of an organization by knowing its name and TIN.

Based on the information that banks need from books of potential clients, in most credit institutions the validity period of a copy is set to 1 month. I also faced such a deadline when I was told that my copy was overdue. But in some credit institutions I also saw that the copy was required to be valid for no more than 2 weeks.

Government agencies

In the Pension Fund of Russia and social security, the validity period of a copy is usually set at 3 months. Although you will need a more recent copy of the book to apply for a pension if you decide to continue working at retirement age. Therefore, before submitting documents, it is imperative to check the requirements for this book.

A copy may also be useful to restore a duplicate if your original is lost or damaged. In this case, its validity period will not matter. But the restoration of records on it will be carried out only until the moment when the copy is certified. All other records made in the original after this date will have to be certified by other documents confirming them.

Embassies

Entry for Russian citizens to different countries of the world can be carried out on the basis of agreements with Russia or with a visa. To obtain a visa to enter, you must provide the embassy of that country with a strictly defined list of documents. In most cases, a copy of the book is a mandatory document to confirm that a person has a job. With the help of this copy, embassy staff make sure that the person has a stable income and is attached to his country. Thus, the chances that he will remain illegally in another country are considered minimal.

The validity period of the copy in most embassies is also 1 month. But before submitting documents to obtain a visa, you must clarify all the requirements in advance, as they can be changed at any time.

How to properly certify a copy of a work record book in 2021 - sample entry - Case

The need to certify a copy of the work record book is explained primarily by the validity period of such a document. Unlike other documents, the validity period of a photocopy of a document about a person’s working life ends at the moment of making the next entry that is not in the copy. The requested certified copy of the Labor Code with a full reflection of work activity is required in situations:

• Banks always require certified documents.
• If the original is lost, having a certified photocopy in hand, restoring the data to issue a duplicate takes much less time.
• The Pension Fund accepts only certified copies of the Labor Code.
• Searching for a new job if there is a previous one. The Labor Code allows you to temporarily borrow the original work document stored at your place of work. But when writing the corresponding application, you will need to indicate the reason. And this is not always convenient. Therefore, having a certified photocopy, it is provided to a potential employer.
• The need to send documents electronically. With the development of digital technologies, this need will only increase.

The main legislative act is Article 62 of the Labor Code (see link www.consultant.ru), which establishes the obligation of the enterprise administration to correctly produce and certify a copy of the document on the employee’s work activity.

Copy validity period

A copy of the TC is valid as long as the original is valid. This rule works if the photocopy is kept by the owner of the document. Many government agencies and commercial organizations set their own expiration dates. For banks, this period, as a rule, does not exceed 30 days. And judges do not limit the validity period of certified documents.

Production and certification

To give copies legal force, there is a certification form in accordance with GOST R 6.30-2003 (see link base.garant.ru). The key word “TRUE” in any declension must be confirmed by the signature of the official with a transcript of the surname and initials.

Important! Double-sided printing is not permitted. Two pages of the book are located on an A4 sheet. The number of such sheets corresponds to the volume of data.

Print quality is of particular importance. It should be clearly readable, without streaks or unnecessary marks. Constant scale – 100%. Printing scanned documents is not permitted. If for some reason there is no possibility of automatic copying, then the information from the document is printed manually and certified.

To make a photocopy of the labor code of a working citizen, after the last entry in the next line indicating the date, a postscript “working to date” is made. The entry number is accordingly given as follows. Next is the position, surname, initials of the certifier, and the seal of the organization. And the main o.

If there are several pages, then on each page there is a “true copy”, signature, surname, seal. Particular attention is paid to printing. It is placed in such a way that, being on the sheet, it captures the copied section of the book page. Sample:

Sample of a properly certified photocopy

Attention! The file cannot be used as a document. It is for informational purposes only.

From July 1, 2021, it becomes mandatory to indicate the location of the original document. That is, a list of details of the company that issued a copy of the document. Therefore, it is appropriate to prepare the requested document on the organization’s letterhead.

Schematically, the arrangement of records looks like this:

TC certification scheme

Four pages of labor are also placed on one sheet. But GOST provides for two. Saving paper in this case can do a disservice, and the document will be declared invalid.

All sheets are numbered, because their number does not match the specified pages in the copied document. Stitch with threads from the left edge.

The back side of the knot of thread is sealed with a small strip of paper. A stamp is placed by capturing the strip with which the knot of thread is sealed. The number of stitched sheets and the artist’s signature are indicated in words, without decoding.

Registration of an extract from the TC

An extract from the book is often necessary when a certain working period is important. It looks like a completed form developed locally. When requested, the employee himself indicates the time periods of interest to him. This is especially true in cases:

• ´ when combining several jobs or positions;
• ´ for issuance to relatives in the event of the death of an employee.

An extract from the Labor Code contains information from all places of employment. To prepare such an extract, use the organization’s letterhead, which contains the following information:

1. Employer details.
2. Full name and date of birth of the applicant for the extract.
3. Education and specialty.
4. Place of work, position and length of service of the employee.
5. If available, encouragement and rewards for the employee.

Completed sample employment extract:

Sample extract from TC

At the end of all entries there is a note “working to date” and the date of compilation. Signature of the employee - performer, his position, full name, seal.

If there are several pages, they, as in the case of a photocopy of a book, are numbered, stitched, and certified. If you change your workplace, the extract loses its legal force. If you continue to work, it will be valid for 1 month.

A copy of the book is issued to the employee free of charge upon request. The employee writes an application to the head of the enterprise with a request to issue him a copy of the Labor Code and have it certified. The reasons for such a request are not specified.

Next, an order is issued to satisfy the request, and an executor is appointed. This is for large companies where the staffing includes a human resources department and numerous accounting departments.

In small enterprises and individual entrepreneurs, an employee’s request can be satisfied without an order, but within the deadlines.

Note! Production time should not exceed 3 working days. This is stated in the Labor Code of the Russian Federation in Article 89.

Preference is given to copies manually typed on a computer. Entries in the TC are made in handwritten words. And these records are not always legible. Even the best copying equipment sometimes fails.

The procedure for preparing a copy of the work permit is the same in all structures. Although it is permissible for a limited number of employees to certify such copies, in small organizations this is entrusted to chief accountants. Employees who have been dismissed for a long time and who are on well-deserved rest can also make a similar application.

Work books of unemployed citizens

Non-working citizens can contact two institutions for a photocopy of the main document on their employment: their last place of work and a notary’s office.

The notary draws up a photocopy also guided by GOST R 6.30-2003. The execution time at the notary usually takes 1 day. But here the service is paid.

The tariff consists of a state duty established by the Law of the Russian Federation in the amount of 100 rubles and the services of the notary himself. The minimum price for legal and technical notary support is 600 rubles. The final rate is calculated individually depending on the completed pages.

Bank requirements

All banks require a certified photocopy of the TC to verify the client’s creditworthiness. There are cases, depending on the amounts of the loans in question, when work activity does not affect the issuance of the loan. These are special lending programs at high interest rates.

Note! If a citizen took the original work book, then bank employees do not need a certified copy. They prepare and certify documents themselves.

The procedure for preparing and issuing a copy of the Labor Code for banks is no different from submitting it to other authorities. But the validity period of even certified photocopies can be extremely short. The state does not regulate this issue.

A high-quality copy of the TC will allow you to avoid unnecessary conflicts in various situations. Certification is carried out exclusively by professionals, therefore, possible deviations from legislative rules are minimal.

The article was checked by an expert: Anna Nefedova.

Source:

How to certify a work book from July 1, 2021

From 2021, new rules for certifying a copy of a work record book will apply. What changes will happen from July 1, 2021? Let's figure out how to prepare copies of work records in different situations.

In 2021, the transition to electronic work books will begin. But for the entire 2021, work books will be kept by employers. And according to the employee – and in subsequent years. Despite the introduction of digital labor, the rules for maintaining and registering work books have not been canceled. We'll tell you how to certify a copy of a work record book in 2021.

Rules for certification of a work record in 2021

The work book is kept by the employer. An employee may need it, for example, to obtain a bank loan. To receive a copy, the employee must write a statement addressed to the manager. The application is drawn up in any form:

At the request of the employee, the employer himself produces, certifies it and transfers it to the employee. Three working days are allotted for everything; it is within this period that the employer must respond to the employee’s application.

A copy of the work book is made in the following order:

• Make copies of all completed pages, including the title page and the page on which the last entry on the work was made,
• All sheets of the copy are stapled,
• A certification note is made on the last page; we will show its features below,
• The copy is certified by the signature of the responsible person and the seal of the organization.

Who can certify copies of work records? In small organizations, this function is usually performed by the manager. If the company has a personnel officer on staff, then this authority is transferred to him. Or to another employee, for example, a secretary or accountant.

Certification of work record from July 1, 2021

The latest changes to the certification rules were introduced on July 1, 2021.
Then GOST R 7.0.97-2021 came into force. From July 1, 2021, no innovations are planned. Changes in 2021 affected the certification record, which is made on the last sheet of the copy. The certification procedure depends on for whom the copy was made: The copy was made for the internal needs of the company The copy was made for external recipients

New work books: Pension Fund told details

The Pension Fund explained the rules by which electronic work books will be issued. The Pension Fund of Russia has issued a special manual. Experts from Zarplata magazine sorted out the nuances and presented the most important things.

New work books: details

Source:

How a copy of a work book is certified: procedure according to GOST and common mistakes

A copy of the work book is a document that an employee may need when applying to a bank, Pension Fund and in other situations. It must be issued by a HR specialist.

Source: https://okarb.ru/kadrovyj-uchet/kak-pravilno-zaverit-kopiyu-trudovoj-knizhki-v-2021-godu-obrazets-zapisi.html

Recommendations

Taking into account the fact that Russian legislation does not establish the exact validity period for a copy of the book, I recommend:

1. Always check with the agency requesting the copy for expiration dates.
2. Make it a habit to order a copy of a document every time a new entry is made to it. In this case, it will be easy for you to restore it if you lose it.

Remember that each organization can set its own expiration date for a copy of the book, so it is better to clarify it before submitting documents.