New rules for certification of work records in 2021

Why do you need to certify your work book?

The entries in the book and its photocopies are certified. Typically, the need for certification arises when interacting with a bank or credit institution. It is formed within the framework of the following needs:

• Confirmation of the borrower's source of income.
• Confirmation that the person will be able to repay the borrowed money.
• Collection of debt from the borrower's salary.
• Confirmation of the information provided in the application form.
• Determining whether a person often changes jobs.
• Establishing the reasons for termination of the employment agreement from previous places of work.

The Federal Migration Service department may request a certified copy when providing a foreign passport. Representatives of the Federal Migration Service look at a person’s places of work over the past 10 years. It should be noted that the need to provide a copy of the Labor Code to employees of the Federal Migration Service was canceled by order of the Ministry of Internal Affairs. But some departments request this document. In addition, sometimes certified paper is required when obtaining a visa.

A copy may be requested by the personnel department of the company in which the employee is employed. It is needed to check past jobs and reasons for dismissal.

Certification rules remain unchanged

The changes introduced in 2021 are very local. That is, almost all certification rules, with rare exceptions, remained the same. If an employee has requested a certified copy of the book, the employer must provide it within 3 days. The period is counted from the date the employee sent the application. The corresponding norm is contained in Article 62 of the Labor Code of the Russian Federation. The same article states that the provided copy must be properly certified.

When attesting, you must use these unchanging rules:

• You need to copy all the passages where there is information. This is both the title page and the final employment record page.
• You may not need to copy the compensation section in all cases. This page is usually needed when receiving various titles. For example, the title “Veteran of Labor”. Information about incentives will be useful when applying for a new job.
• Copies of sheets are bound. On the sticker on the back you need to indicate the number of sheets of paper stapled.
• These notes, the signature of the person who made the copy of the book, the date of registration and the seal are affixed on the final page of the book.

The copy can either be stitched together or presented separately. If these are separate sheets, then each of them needs to be certified.

FOR YOUR INFORMATION! Sometimes firms require an indication that the employee continues to work for the current employer. However, this requirement is not approved by Gosstandart. That is, you can freely refuse to fulfill this requirement.

Mark on the original

Information about the location of the document itself does not necessarily have to be indicated, so in practice you can find a double format for this paragraph. This is explained by the fact that the work book cannot be issued to the employee for the entire duration of work in this organization. You can receive the original only upon dismissal, at the end of the last working day. Therefore, in most cases, information about the original is not contained on xeroxed papers.

Legislative justification for the new rules

Until July 1, 2021, Gosstandart Resolution No. 65 of March 3, 2003 was in force. But from July 1, GOST R 7.0.97-2016, established by Order of Rosstandart No. 2004-st, gains legal force. The rules for certification of TC are contained in paragraph 5.26 of GOST. Almost all the rules remain the same. But there was one change. In particular, now you need to specify where exactly the original work book is stored. The innovation is necessary so that the recipient of the photocopy knows the location of the original.

Features of making an additional entry

From July 1, 2021, when making copies, you must make an additional entry about the location of the original book. The corresponding instruction is contained in paragraph 5.26 of GOST R 7.0.97-2016. The regulation contains an important clarification. In particular, an additional entry is made only when a copy of the book is sent to a third-party company. For example, this could be a banking institution, a company of a new employer. If the book is intended for internal use, no auxiliary marks are needed.

The new GOST allows copies to be certified using special stamps. In addition, the new regulation explains all the nuances of decrypting a signature. In particular, you first need to put down the initials of the name and patronymic. Then the full signature of the person who created the copy is affixed.

Form SZV-TD: how to fill out

In order for the Pension Fund to regularly receive new information about the work activities of employees, reports are submitted in the SZV-TD form. The form and procedure for filling out were approved by Resolution of the Board of the Pension Fund of the Russian Federation dated December 25, 2019 No. 730P.

New form of SZV-TD from July 1, 2021. Read how the form will change

The form must be filled out for all officially employed or dismissed employees (including part-time workers), as well as record other personnel changes there and reflect information about the submitted application for the chosen employment format.

Requirements for filling out the form

The forms are filled out in ink, with a ballpoint pen, in block letters, or using computer technology, without any marks or corrections. In this case, you can use any colors except red and green.

The document in the SZV-TD form is certified by the signature of the head or authorized representative and the seal of the organization (if any). The employer, who is not a legal entity, certifies the documents with a personal signature.

Information about employees, about the policyholder, as well as information about the work activities of employees is mandatory. If there were no personnel events for the employee during the month, the “Zero” form is not submitted.

In column 1 of the table of the SZV-TD form, the numbering is continuous. Event numbers must be indicated in ascending order and not repeated.

The values ​​in the columns “Date (day, month, year) of admission, transfer, suspension, dismissal” and “Date” in the subsection “Base” are indicated in the format DD.MM.YYYY. When submitting the SZV-TD form monthly, they must be within the reporting period.

Track on Externa which activities you have reported to the Pension Fund for, and which you have not yet reported on

Employer details

" Registration number in the Pension Fund of Russia ." Indicate the number assigned to the policyholder upon registration. It must consist of 12 digits in the following format: XXX-XXX-XXXXXX.

“ Name of organization/individual entrepreneur .” Indicate the same company name as in the constituent documents, the name of the sole proprietorship or a branch of a foreign company operating in Russia. If such information is provided by an individual entrepreneur, lawyer or notary, then they must indicate the full last name, first name and patronymic - as in the passport.

" TIN ". The TIN of the employer is indicated - an organization (10 characters) or an individual (12 characters).

" Checkpoint ". Must be 9 digits or absent.

Employee information

The last name, first name and patronymic (if any) of the employee must be filled in in Russian letters in the nominative case. In addition, be sure to enter your date of birth and SNILS number. Information about employees must match those indicated in the insurance certificate or in the ADI-REG form.

Information about the submitted application

Here you need to indicate which method of maintaining the work record book the employee chose - paper or electronic, as well as the date of submission of the application.

Please note: an application in which the employee chooses the preferred form of work record is already the basis for filing a SZV-TD.

If you need to adjust the date of the application submitted by the registered person, you must submit the SZV-TD form and indicate the new date for filing the application in the appropriate line.

If you need to cancel previously submitted information about applications, enter the previously specified date for filing the application and put an “X” in the “Sign of cancellation” field.

Reporting period

The “Reporting period” field is filled in when submitting the form monthly, but only until July 1, 2021, when the new form comes into effect.

The month number is indicated in MM format. Also in this section you need to indicate the year in YYYY format to which the reporting month relates. It must be greater than or equal to "2020".

Information about the employee’s work activity

In the column “Date (day, month, year) of admission, transfer, suspension, dismissal” you must indicate the date of the personnel event in the format DD.MM.YYYY. The type of personnel event should also be indicated in a separate column:

Subsection "Name"

Column “Labor function (position, profession, specialty, qualification, specific type of assigned work), structural unit . Fill out according to the staff schedule. Some positions have benefits or restrictions, so they must be called as required by qualification reference books. The structural unit is indicated if information about it is reflected in the employment contract.

In the same column, information about part-time work is indicated if the employee is a part-time employee. You can also place other information (comments) about the event in this column. Column “Code of the function being performed” . From January 1, 2021, a code of seven alphanumeric characters is indicated in the format “ХХ.ХХХ-Х-Х”, where:

• the first five digital characters, separated by a dot, are the code for the name of the type of professional activity (Section I of the professional standard), containing a generalized labor function, which includes the work performed by the employee by position (profession), specialty (Section III of the professional standard);
• the last two alphanumeric characters (Section II of the professional standard) - the letter character of the code of the generalized labor function and the digital character, the level of qualification to which this generalized labor function belongs.

The column is filled in if there is an approved professional standard and the employer makes a decision on its application.

From July 1, 2021, the column “Code of the function performed” will become mandatory and the procedure for filling it out will change. It will be necessary to indicate the code designation from the All-Russian Classifier of Occupations. Read more in the overview of changes. Column "Reason for dismissal" . Indicate the reason for termination of the employment contract under the Labor Code of the Russian Federation or other federal law. As well as the name of the document in accordance with which the employment contract was terminated and the clause, part of the article, article of the regulatory document. Write without abbreviations, as in a work book.

Subsection "Base"

Column "Name of document" . Indicate the type of document (order, instruction, other decision of the employer), and in the “Date” and “Document number” columns - the date and number of the order or instruction under which the employee was hired (transferred, dismissed, etc.).< /p>

Column "Date" . The date is indicated in the format DD.MM.YYYY.

Column "Document number" . Indicate the document number - without the “No” sign.

If it is necessary to cancel a record of work activity for a registered person, the policyholder submits the SZV-TD form, filled out in full accordance with the initial information that needs to be canceled, and in the column “Sign of cancellation of a record of information about admission, transfer, dismissal” the sign “X” is entered "

Stages of certification of a copy of a work record book

Certification of a photocopy is carried out in accordance with the following steps:

1. On the last sheet there is an o or “Copy is correct.”
2. Recording the position and full name of the person who certifies the photocopy.
3. Signature of the person certifying the document.
4. Indication of the date of certification.
5. Below all previously entered entries, Fr. is indicated.
6. Placing the company seal.

As of July 1, missing an entry is considered an error. An exception is that a copy is created for internal company purposes.

Common mistakes during certification

When certifying technical documentation, these mistakes are usually made:

• The stamp stating that this is a copy of the document is placed only on certain sheets, and not on all.
• On some sheets there is no certifying signature with a seal.
• There is no mark on the last sheet indicating that the employee is currently working.
• A signature has been placed on the certification sheet, but it is not supported by an indication of the position and full name of the person.
• The person who certifies the copy does not have the necessary authority.
• There is no indication of the storage location of the original document.
• The stamp is placed only on the “white” part of the sheet, it does not affect the copy.

The list of common mistakes is needed in order to avoid making them yourself. As a rule, no liability is imposed for shortcomings. However, an incorrectly certified copy will not have legal force.

How can an employee obtain information about his work experience?

An employee who has chosen an electronic work book will be able to obtain information about his work experience in the following ways.

In the Pension Fund of Russia, MFC or at the State Services in the form of STD-PFR

STD-PFR was approved by order of the Ministry of Labor of the Russian Federation dated January 20, 2020 No. 23N. The form reflects information about all work activities, including for periods up to December 31, 2019 (name of employer, period of work).

The Pension Fund of Russia can issue information about labor activity both on paper and in electronic form - with an enhanced qualified electronic signature. The MFC will issue STD-PFR only on paper, “State Services” - only in electronic form.

From the employer at the last place of work in the STD-R form

The STD-R form was approved by order of the Ministry of Labor of the Russian Federation dated January 20, 2020 No. 23N. If an employee does not have a paper work record, the employer will have to provide him with certified information about work activity in paper or electronic form.

This must be done within three working days after receiving the application from the employee or on the day of termination of the employment contract. If on the day of dismissal the employee did not come for information, it must be sent to him in paper form by registered mail with notification.

The employer can provide data only for the period when the employee worked for him.

Certification of a book for a banking institution

In most cases, a copy of the work record is requested by the bank or credit institution. It will be compiled according to standard standards. But there are some nuances that you need to pay attention to:

• It is recommended to put o and “True”. This is exactly the wording specified in GOST.
• The text of the work book must be legible and easy to read.
• It is not enough to sign the certifier. It is necessary to supplement it with the position and full name of this person.
• There must be a mark indicating the location of the original book.
• It is advisable to submit a copy in the form of separate sheets, each of which is correctly certified.

Each bank may have its own requirements. It is advisable to clarify them with the institution itself.

Additional features

What exactly should I write about the location of the original? This document may be stored in trays and safes. If the TCs are not in the nomenclature files, but in safes, you only need to register the storage location. In this case, you do not have to record the case number.

For example, the entry might look like this:

Right. The original TC is stored in the safe of the personnel department. HR specialist: signature, Petrova P.P., 08/3/2017.

It is necessary to indicate in the mark which company the original is located in. Specifying the storage location will allow you to request the original document, if required. This is one of the features of the mark introduced in 2021.

Where to certify a copy of a work permit for a non-working person?

The work record is yours, not the employer's, but for some reason you need a certified copy. Where should a citizen who is currently not officially employed or is already a pensioner turn? He has the right to certify a “double” of his employment document in the established manner:

• from the last employer, if he agrees (at the end of the copy, the authorized person will indicate the reason why the person is no longer an employee of this organization);
• from any notary (they are authorized to certify copies of any documents if the original is available, the contents are not checked).