We issue the employee with an extract from the work book: sample

Where an extract may be required

Typically, extracts are required in:

• government bodies (to establish the right of a person to subsidies, benefits and other financial benefits),
• banking structures (to analyze the client’s solvency when issuing loans and credits).

However, the list of institutions that can ask for an extract from the employment record is not limited to these organizations - the list is actually much wider. Among other things, an extract may be needed when applying for another job as a part-time worker.

What information can you get?

The electronic version of the work book records only personnel information (hiring, transfer to another position, dismissal, etc.), starting in 2022 . Therefore, it is necessary to save a paper work book, since it is a source of information about labor activity until 2022 .

Thus, the data that was entered into the work book before the introduction of the electronic one is not displayed in the personal account (online) in principle.

Why can’t you use the work book itself?

The work book is in the hands of the owner only when he is unemployed. Upon employment, this document is transferred to the personnel department of the enterprise, where all the necessary entries are first made in it, and then it is included in the employee’s personal file. After this, responsibility for the content and safety of the work book passes to the HR specialist. The procedure is organized in this way because the work book is a strict accounting document, on the basis of which the length of service is subsequently calculated and the age pension is calculated.

Where to get it

To write out the necessary information, you must submit a request to where the work book is located at that time. Usually in the current workplace.

The requirement to issue such a certificate is provided for by the Labor Code of the Russian Federation (Article 62). The same is stated in clause 7 of the rules for maintaining and storing work books, approved by government decree No. 225 of April 16, 2003.

Procedure and deadlines for issuing an extract

If there is a need for an extract from the work record book, the only thing you need to do is write and in any convenient way submit to the employer a free-form application addressed to the head of the enterprise or the responsible employee.

Based on this application, a corresponding order is issued, which serves as the basis for issuing the document.

By law, the extract must be ready within three days from the date of writing the application. At the same time, the employee can indicate other, more compressed deadlines, but the employer is not obliged to meet him halfway. Therefore, if there is any particular urgency, it is better to stock up on written evidence of this and be sure to attach it as an appendix to the application.

How to issue a statement to your employer

To receive it, the employee writes an application addressed to the director of the company. The manager then issues an order that approves the issuance.

You will not find a template in the law. The certificate must be generated in the form of a table. At the top, be sure to indicate the name and details of the company that issued the document. Then write the TC number, full name, education, profession, year of initial registration in the TC.

Next, place a table with the required information about the work:

• day month Year;
• information about the hiring, transfer and dismissal of an employee (indicating the article of the law);
• the order on the basis of which the entry was made.

The data is indicated for the period required by the employee, depending on the purpose of the certificate. If it is necessary to obtain a foreign passport, then they show 10 years of experience, that is, indicate all the companies in which the person worked during this time.

What are the nuances of compilation and what is an extract from the work book about the last place of work, the name itself says - it contains only the last entry from the Labor Code about current activities. Then under the table they write that the person is still working here.

The certificate is drawn up manually on a regular A4 sheet or on company letterhead. Usually one sheet is enough to compile it, but sometimes several are required. In this case, you need to stitch the sheets and indicate the page numbers.

If an employee has an electronic work report, then ordering an extract from it is quite simple. An employee has the right to draw up an application either in paper form in person or send it by email to the head of the company. It should indicate how the person wishes to receive the document - on paper or electronically with an enhanced qualified digital signature. An employee has the right to take a certificate from the MFC and issue it through the Pension Fund website or the State Services portal (Article 66.1 of the Labor Code of the Russian Federation).

Do they have the right to refuse an extract?

The work book is the property of the person to whom it is written out, therefore it is under the control of the employer temporarily, namely for exactly the period while the employment contract is in force between the enterprise and the employee.

The employer cannot refuse an extract from the work book - the employee’s right to receive it is enshrined in the labor legislation of the Russian Federation.

If it is violated, a company employee can complain to the labor inspectorate for justice.

What kind of document is this

When preparing various papers and certificates, working citizens are faced with the need to provide confirmed information about their place of work and length of service.
For this purpose, an extract from the work record book is used, since the original of the main work document is handed over to employees in extremely rare cases. In order for an extract from the work book for 2022 to be issued, you must write an application:

In response to an application from a working employee, the employer issues a duly certified extract from the work record book or a copy thereof. Issuance must occur no later than three working days from the date of submission of the application. It is not necessary to maintain a separate journal for issuing these certificates.

Sample extract from work book

The extract is made either manually or copied via a photocopier, and either a simple A4 sheet or the organization’s letterhead can be used. Regardless of the mode in which it is prepared, it must be certified by the autograph of the responsible employee. Usually the extract fits on one page, but if there are several of them, then each one must be signed , numbered and stamped.

The extract must contain the following information:

• document's name,
• name of the employing organization,
• position of responsible person,
• last name, first name, patronymic of the person responsible who made it,
• information about the owner of the work book (i.e. the person who actually needs the extract): his last name, first name and patronymic, date of birth and information about education and profession.
• work book number,
• the start date of its maintenance.

The rest of the information depends on the specific need for which it was made, and it is necessary to put a note that “This employee has been working in the company to this day.”

Finally, the extract must have the signature of the responsible person with a transcript.

What are the options

Citizens registered in the individual (personalized) accounting system of the Pension Fund of Russia (there is SNILS) can receive information on labor activity (they are also information from an electronic work book) in electronic form and on paper.

Information about work activities can be obtained electronically:

1. Through your personal account on the official website of the Russian Pension Fund.
2. On the government services portal.

To enter your PFR personal account, you must register and receive a confirmed account in the Unified System of Identification and Authentication (USIA) on the government services portal. If you are already registered at https://www.gosuslugi.ru/, use your login and password to log into your personal account on the Pension Fund website.

REFERENCE

The law on the introduction of electronic work books in Russia came into force on January 1, 2022. According to it, the employee has the right to choose between paper and electronic versions of the book during 2020 . From 2022, everyone who gets a job for the first time will keep information about their work activity only in electronic form, without issuing a paper work report.

Individuals can receive information about labor events on the government services website electronically only after:

1. They will give the employer consent to maintain the work record book electronically.
2. The employer will submit the form of information on the labor activity of citizens (SZV-TD) to the Pension Fund in accordance with the established procedure.

If the statement does not contain all the information or is empty, there are 2 possible reasons:

• the employer did not have time to send the data to the Pension Fund (they are transferred before the 15th of each month);
• the applicant has not yet submitted an application to the employer to switch to an electronic work record book (must be submitted by December 31, 2020).

Information on work activity can be obtained on paper through:

1. Employer (last place of work).
2. Territorial body of the Pension Fund of Russia.
3. Multifunctional center (MFC/My documents).

The service of providing information on labor activity by the Pension Fund of Russia and the MFC is of an extraterritorial nature. That is, it is not tied to the applicant’s place of residence or work.

The deadline for receiving information from the electronic labor report is 1 day.

Extract or copy of work record book

A copy of the work book is made from beginning to end by copying each sheet, and each sheet must be certified as a correct copy, indicating the date and position of the certifier.

The extract is made for a specific part, for example, an employee needs to provide information about his last place of work, then there is no point in copying the entire book and submitting an extract.

The issuance of this document is usually carried out by the personnel department, and in smaller organizations by the secretary or the manager himself. Since at the moment enterprises already have the right to work without a seal, it is not even necessary to put one on. But if an organization works with a seal, it must be affixed.

Stages of obtaining a document

The entire process of obtaining a document consists of certain stages:

1. Initially, the employee writes a statement:

• The header of the document indicates the name of the organization, its details, full name of the manager, full name of the employee, his position and department;
• Next comes a request for an extract with reference to Article 62 of the Labor Code of the Russian Federation;
• List of required data;
• The application is signed and the date of preparation is indicated.

1. The next stage is submitting an application to the director:

• He examines it;
• Puts a resolution;
• Issues an order to issue an extract indicating the responsible employee.

1. After which the final stage is the generation and delivery of an extract to the applicant.

Legal aspects

When creating an extract from an employment document, it is necessary to take into account some nuances, both for the employer and for the employee.

For the employer:

• All requirements established by law must be observed;
• Provide the document free of charge;
• Comply with the deadlines allotted for this action - 3 days from the date of receipt of the application from the employee.

For an employee:

• It is imperative to formally contact the employer with a request for the issuance of paper;
• Clearly formulate the points that should be reflected in the document;
• After receiving, examine the document for errors and inaccuracies in order to eliminate them in a timely manner.

Important: the extract is legally valid only for a month after its issuance.

How to view your electronic work record book

It is not yet possible to look into the e-book yourself, but you can get an extract from it. Information from the ETC is issued by the pension fund in the form of a certificate in the STD-PFR form.

The application is easy to make at a multifunctional center or territorial Pension Fund, or you can receive the document electronically without leaving your home. To do this, just send a request to Gosuslugi or in the online account of the Pension Fund of the Russian Federation (you must have a confirmed entry in the Unified Identification and Logistics Authority).

If you have any unresolved questions, you can find answers to them in ConsultantPlus.

Full and free access to the system for 2 days.

An electronic document is issued free of charge, it arrives on the same day in your personal account and is “not inferior” to a paper one. The data is certified with an enhanced digital signature; the certificate has legal significance and is suitable for both the employer and the bank.

Information in the certificates is reflected from January 1, 2022. Data before the transition to the new format is not yet included in the register. The full history can be viewed in the paper work record, therefore, to calculate the insurance period, you should ask not only for the STD-R or STD-PFR certificate, but also for a traditional book.

On State Services

To obtain information on the main page of the site, select the section “. By clicking the “More” button, we go to the page where, in the “All services” section, expand the “Labor Law” tab and select “Extract from the electronic work book”.

If the certificate arrives empty, this means that the organization has not yet transferred the information to the pension fund (by the 15th day of each month in the SZV-TD form) or the employee has not yet submitted an application to the employer to switch to the ETC.

In the personal account of the Pension Fund of Russia

From the main page of the pfrf.ru website, go to the citizen’s Personal Account. The system asks you to log in with your ESIA login and password. In the list of services, select the category “Electronic work book”, and then - “Order a certificate (extract) of work activity”.

After filling out the form, the user receives information to the specified email within 24 hours. The document is also certified with digital signature and has legal force.

At the enterprise

Some people are confident that the employer owns the entire personnel history and insist on issuing a complete extract. However, the only thing that is visible to the employer is the STD-R certificate from the previous place, which the citizen himself brought when applying for a job. Therefore, you will have to explain that the personnel officer can only provide data on activities in this organization.

An employee can obtain information upon application. Within 3 days, the employee must prepare an extract on paper with the signature of the manager or an electronic file certified with an enhanced digital signature.

You cannot refuse to provide information or miss deadlines. This will result in administrative liability under Art. 5.27 Code of Administrative Offenses of the Russian Federation:

• for an entrepreneur - from 1 to 5 thousand rubles;
• for a legal entity - from 30 to 50 thousand rubles.

If an employee does not have enough information only on this organization and he does not want to request an extract on his own (for example, due to the lack of a confirmed entry in the State Services or unwillingness to stand in line at the MFC), you can advise him to go through all the employers and collect an STD-R certificate from each . By adding them together, he will receive an electronic labor document.