On July 1, GOST R 7.0.97-2016 came into force, which introduced new rules for the certification of a work book, and the old GOST R 6.30-2003 became invalid. New requirements for confirming documents are not so different from old ones. Nevertheless, they need to be understood, since the failure to apply the new rules for certification of a copy of the work book will invalidate it.
Employment history
It is the main document that informs about work activities and work experience. The employer undertakes to keep the work book of his subordinate if he has worked for more than 5 days and for him this place of activity is the main source of income.
The document contains information about the employee, his type of activity, what kind of work he performs, transfers to another position and dismissal, reasons for the completion of the employment contract, as well as information on awards for successes in working activities. Information on disciplinary sanctions is not entered in the work book, if the dismissal is not a sanction.
Also, the following information is entered into the workbook at the place of employment:
- about the time of service in the Armed Forces of the Russian Federation and state law enforcement bodies, including fire;
- about the period of training in courses and schools for retraining, advanced training and training.
If the contractor carries out its activities under the contract on distance work, information about this may not be entered in the work book. Confirmation of seniority and being in a position will be an agreement on distance service. In cases where this document is missing, you can provide the employer with a work book to enter information there.
Acquisition, accounting and storage of work books
Association GOZNAK produces blank forms for work books. The employer must be provided with such forms, as evidenced by Order No. 117n of the Ministry of Finance of the Russian Federation.
You can buy a legal document form in the stationery department. But before that you need to make sure that the company has an agreement with GOZNAK, because their forms are considered valid. You should not buy work books in the subway or newsagent, as they probably do not have permission to sell such documentation.
The registration of new forms at the enterprise is carried out in a special book for which a qualified staff member is responsible.
Labor books are accountable documents, therefore they should be stored in safes or metal cabinets to ensure their safety and restrict access by unauthorized persons. The employer is responsible for the storage, therefore, he can issue labor books only upon dismissal.
Some enterprise managers issue a document in the hands of an employee, even if he is currently on staff. But you need to remember that such an action is not considered legal and in case of loss of the workbook, the employer will answer the employee.
Issuance of a work book upon dismissal
The employer must issue this document to its owner on the day the contract expires. If an employee refuses to receive the form or is not at all at the workplace, the head of the organization can send a notification about the need to come to the workplace for his document or send the workbook by mail to the direct owner. Such an action will insure the employer against future claims for delayed transfer of the form.
Upon receipt of a document from the personnel department, the employee must sign in the account book. Work books, their extracts and duplicates must be kept by the employer on demand, and if no one claimed, the storage period is 75 years.
Loss of work book
When changing jobs, the workbook remains in the hands of the owner. Often, under such circumstances, people lose this document.
After the loss of the workbook, it is necessary to apply to the previous place of work with applications for the issuance of a new one on the basis of the information that is entered into the employee’s file.
What if the organization ceases to exist or has been disbanded? All that remains is to ask the employer to create another work book at the new place of work. This is done based on the statement of the owner indicating the reason for the absence of the document. The head of the enterprise cannot enter information about the experience and previous places of work according to the employee, but if there is documentary evidence, this is quite realistic. However, as a rule, such actions are not practiced and the first entry in the work book will be the place of work where it was issued.
Do not worry about seniority, because all the data on previous jobs is in the Pension Fund, MHIF and FSS.
Copy right
The head of the enterprise cannot refuse to provide the employee with a copy (extract) of the work book.
Based on the employee’s written request, the manager must issue a copy of the document or a certified extract from it no later than 3 days from the date of application (article 62 of the Labor Code of the Russian Federation).
What is a copy or statement for?
Certification of the work book may be required for subsequent submission to the requiring authority. For example, to obtain a loan or social benefits, such paper is often needed.
For registration of any documentation, a frequent condition is the provision of information on sources of constant income. Usually, they dispense with the model of assurance of the work book, since the original is issued only in exceptional cases.
How and where to make certification
The work book is an important legal document. Therefore, if the subject is employed and is on the staff, then the book should be kept in the personnel department or at the direct manager of the enterprise.
In cases where a person is not on the staff or not employed, the document must be in his hands.
Ways to certify a work book:
- An employee of the company, who is on the staff, must contact the immediate supervisor or the personnel department with a corresponding application for a copy of the form indicating the organization where the duplicate will be sent.
- If the work book is in the hands of the subject, it can only be certified by a notary public on a paid basis.
The procedure for certification of the work book
- Personal appeal. For the notary office, an oral request for certification is enough. The company will also need to write an application for a copy or extract of the work book. Not in all organizations this is a prerequisite, but companies where the staff is large enough can put forward such a requirement for certification of the work book.
- Defining the necessary pages. It is far from always that all pages of a document are needed to confirm a seniority or source of income. As a rule, a specialist from the personnel department selects the first page where information about the owner’s personality is located, and additionally several pages with information about labor activity. For example, information about the awards in the bank is not needed, but they may be needed if the employee wants to qualify for the title "Veteran of Labor". It is necessary to decide which pages need certification and which pages can be left without it.
- Waiting and receiving. As mentioned earlier, within 3 days from the date of application, the employer issues a certified copy or extract. It remains only to receive it and provide it to the organization requiring a certified duplicate.
General design rules
The new certification of the work book practically did not change the old procedure for processing copies. To indicate the changes made, you need to study the old rules of certification and see what was added to them and what was removed.
So, for the correct certification of the work book you always need to consider the following features:
- Copies of all pages of the work book are made (except for information on awards), starting from the first, where information about the owner is indicated, ending with the information about the current place of work. This is necessary so that the commission of the organization, which requires a sample assurance of the work book, sees the entire distance traveled by the subject (this may affect their decision in the future) and the reasons for leaving their previous jobs.
- A copy of the work book can be certified by a specialist in the personnel department, chief accountant, or head of the enterprise where the subject works.
- Do not zoom in, you need to make a copy of the dimensions that the book itself;
- All sheets of the document are stitched and at the end the number of pages of the current copy is indicated on a paper sticker.
The general rules for certification of a work book consist of the following elements on the last page of a stitched document:
- record number;
- confirmation "True" or "Copy is true", written manually or applied using a special stamp;
- position of the specialist certifying the document;
- his initials and signature;
- date of issue;
- company seal.
For non-stitched documents, such information should be contained on each sheet of the copy.
Some organizations ask you to check the box "Works to date." This requirement does not correspond to the new GOST certification of the work book, but you can make a note, since it does not contradict the current rules.
One of the most common mistakes is setting the print in the wrong place. The seal of the enterprise should be in a strictly defined place:
It is also worth noting that the seal should not capture the signature of the official certifying the document. Usually they put it so that it stands on top of the signature and initials. This is not entirely correct. Since the seal certifies the signature of the official and it should be visible in the same way as the initials. The general scheme for the rules of certification of the work book:
As can be seen from the presented example, a special place is allocated for printing. The following can be seen in the samples of certification of the work book:
However, according to the new GOST, this cannot be considered correct.
The new GOST certification of the work book
Now you need to consider what changes have been made by the current GOST since July 2018. New rules for certifying a copy of a work book require an additional entry. This is not such a significant change as it would seem, but it must be observed.
In the model of certification of the work book, you need to specify the place where the original document is stored. Such a mark is needed if a copy of the book is transferred to a third-party organization. For example, to provide a sample to the bank in order to get a loan, it will be necessary to indicate in the record that the original is in storage at the employee’s place of work.
The new GOST introduces a system for certifying a copy of a document using special stamps. Also, according to him, the signature of the designer is decrypted in a new way, where first the initials of the official are written, and only then the surname.
Validation Period
Information in the workbook can be regularly updated when changing jobs. A general rule is that the period of validity of a copy of a certified work book is one month.
But the validity period of such a document may lose its validity if certain changes were made to the workbook within one month.
For example, an employee of the Marshzavod LLC goes to get a loan by providing the necessary documents to the bank branch. Two weeks later, he quits. He will be denied a loan, because when contacting the place of storage of the document, the bank will be informed that such an employee is no longer working, and the work book is in his hands. Which makes the copy of the document invalid.
Therefore, intending to transfer a duplicate of the work book to third-party organizations, it is necessary to provide relevant information.
Errors in document certification
It is common to think that the seal must capture the signature of the official certifying the document. But this is not so. According to the new GOST, the seal is placed without affecting the signature, or in a separate place where "MP" is indicated (that is, a place for printing).
Also, do not make mistakes when filling out the document. Spelling and grammar typos add to the difficulty of providing a copy of the work book. Correction of wording is not allowed, including. If a mistake was made during the certification of the work book, it is worth copying the necessary sheets again and reassuring.
Thus, we can say that the new GOST has not made significant changes to the procedure for registering copies of the work book. One of the main requirements that has been added to the new rules is the indication of the place of storage of the original workbook when providing it to third-party organizations.
As indicated in the general rules, the original document must be kept by the employer in a specially designated place that can ensure the safety of the paper. The manager can only give out a copy of the work book, because he will be responsible for storing the document until the employee picks it up upon dismissal. The duplicate is certified upon written request of the employee no later than three days from the date of filing. A copy of the work book must be flashed and contain the following information on the last page:
- record number;
- confirmation “True” or “Copy true”, written manually or using a special stamp;
- position of the specialist certifying the document;
- his initials and signature;
- date of issue;
- document storage location;
- company seal.
Subject to all conditions, the document will be valid for one month. But any changes in the work book during this period make its copy invalid.