In some cases, the employee is required to provide information about his place of work, to confirm the length of service, and the like. For many organizations, for example, for a bank, a certified copy of the work book is the most important information. How to get it?
The concept of this document
How to certify a work book for a bank? A work book is a document that contains the history of a citizen's work. It contains information about the person to whom she is registered (ABJ, date and year of birth), about his education (for example, higher, secondary vocational and so on), profession and specialty. A certified copy of the work book (for the bank) is made to the employee at his first place of work as a personnel department. You do not need to pay for its manufacture. The document contains data on entering a post, transferring to another position, assigning a class rank, dismissal, and others. Each entry is certified by the signature of the person in charge of HR administration. The record of the termination of relations with the employer must be certified by the personal signature of the employee.
A bit of the history of the document. In the mid-eighteenth century, France began to demand a document from the last employer in employment. This measure became necessary in connection with the increase in the number of vagrants who did not have a permanent place of residence, often changed their place of work, and the like. About thirty years later, labor books were introduced, in which information was entered from different places of work of a citizen.
Is this innovation convenient? Of course. Yes, the bureaucracy has increased, but the level of order in the workplace has increased. Now people who were known a little more than nothing were hired. Accordingly, one can immediately hope for more (or rely to a lesser degree) on a specialist whose work place has been previously confirmed. Everybody has positive (order) and negative (bureaucracy) aspects. Something needs to be sacrificed for the sake of receiving good.
Legislation
The Labor Code of the Russian Federation is the main document regulating relations between the employer and the employee. The 225th Decree of the Government of 04.16.2003 determined the form of the document, the rules for its maintenance, storage and the like. The Ministry of Labor, in turn, issued instructions for filling out the document in question (Decree no. 69, dated October 10, 2003). The requirements for the certification of a work book are not specified in it. A sample work book certified by the employer for the bank was previously compiled on the basis of State Standard 6.30-2003. This normative legal act has already lost force. He was replaced by the state standard GOST R 7.0.97-2016.
The initial period of innovation was determined in July 2017. However, the above standard only became effective a year later. In general, there were few changes. However, significant innovations will touch upon the need to send the document to a third-party organization, for example, when providing a certified copy of the work book for the bank. Despite the optional nature of state standards, it is better to be guided by them for a unified approach to paperwork, lack of misunderstanding between organizations.
Why do you need a copy of labor
Since the employer does not have the right to hand over the original labor, a certified copy is made for submission to other organizations. It may be needed in the following cases:
- When looking for a new job. A potential employer may need to confirm the candidate’s experience with an official document, as well as the absence of unacceptable reasons for his dismissal (for example, being drunk at the workplace, violation of labor discipline). In some cases, to fill a post, it is necessary to undergo a competitive selection, the composition of the materials for which includes a work book.
- Certification of the work book for the bank. Such a need arises if a person intends to get borrowed funds on a consumer, automobile, mortgage or other loan. If the salary of such an entity is transferred to the same organization to which they apply for a loan, then the bank does without a work book.
- To calculate retirement benefits. The size of such a salary depends on the length of service, which is confirmed by the work book. A copy is transferred to the Pension Fund of the Russian Federation.
- In the manufacture of a foreign passport. In the list of mandatory documents of the Federal Migration Service in this case there is a copy of the labor.
- If you lose the original. If the work book has been lost, then a copy has the ability to recover data. When such a case occurs through the fault of the employer, he is engaged in its restoration. In another case, the employee reproduces the notes on his own, for which it is necessary to make a detour of all the organizations in which he had to work.
- Adoption. Decision-making bodies on transferring a child to new parents rely, inter alia, on data from the labor force to assess the stability of the financial situation and employment of applicants for adoption.
- Getting money from the budget. There are known cases of demanding the original document for such purposes, which is unlawful.
- Part-time work. It may be required with external part-time work, that is, additional work in another organization. Mandatory provision in this case is not provided. However, information about the principal place of work may be important to the employer. For example, if an employee is employed in a civil service position, then the main employer should become aware of his combination and he gives his consent or disagreement to additional work. Within two years from the moment of dismissal from service, new employers, including those working under work contracts, must notify the previous organization of the hiring.
Rules for making a copy of this document
After the corresponding appeal, the task may arise for the employee of the personnel department: “How to certify the work book for the bank?”. Its solution is similar to the assurance of other organizations. First of all, the employee expresses his need to perform the procedure in question. To do this, he writes a statement, which must be responded to within three working days from the date of its submission. This period is indicated in article 62 of the Labor Code of the Russian Federation. If the employer did not meet it, then the employee has the right to apply to the labor inspectorate for administrative measures, including a fine. In small companies, you can get a document faster by verbally contacting the personnel officer.
A copy of the work book, certified by the employer, can be made for the bank in two ways. The first option provides for the certification mark on each page of the copy. In this case, the sheets can be fastened with a conventional stapler. The second version of the model of a certified copy of the work book for the bank obliges you to put a number on each page of the copy, stitch the sheets together, stick the sheet, which indicates the number of sheets, the signature of the certifying person and his position, seal the organization. It is safer to use the first method, given the current position of the judiciary. All sheets on which there are records are copied. There are no standards for the location of labor pages on paper, the location of the marks of an employee of the personnel department or manager, printing, and so on. However, it is better to place each labor page on a separate sheet in order to avoid picking on the receiving side. Entering additional information into the workbook will invalidate its previously made copies.
How to certify a document for a bank
Some HR personnel upon receipt of the task to certify the work book for the bank require a sample. If it is not there, then it is enough to follow the steps below to avoid errors.
So, the instruction on how to certify a work book for a bank or other third-party organization:
- copies of all completed sheets are made on the copier;
- on each sheet received, a stamp or inscription with the content “Copy is true” or “True” (or another wording using this word) is put in its lower part;
- a stamp is placed next to the above record or the position of an authorized person is registered, its signature and decryption are put (it is usually an employee from the personnel department, chief accountant or directly the head of the organization);
- the date on which the certification was made is indicated;
- affix the seal of the organization so that it partially overlaps the copied labor contents and signature;
- information on the place of storage of the original is entered;
- if necessary, it is supplemented by the entry “works to date”.
When flashing a copy, the necessary inscriptions are made on its last sheet. It is added to the specified procedure for fastening sheets. This happens with the help of a needle and thread, or holes are made in the paper with a hole punch through which the thread is passed. Its ends remain on the back of the document, and a sheet is glued on top of them, on which the number of sheets fits.
Innovations introduced since 07/01/2018
It is especially important to take into account the new rules to those who are concerned about how to assure the employment record for the bank. The aforementioned GOST, which began its operation in 2018, contains a clause that provides an indication of the location of the original workbook. It indicates not only the name of the employing company, but also the details of the case in which the original labor is located. Information about the case may not be available if the size of the organization is small enough and the work books are located in a safe. Therefore, the work book, certified for the bank, has undergone changes.
Liner
The number of sheets in the workbook is limited. When there is no space left for recordings, the insert begins to fill up. He is sewn into the work book, on the first sheet of which his series and number are put. There can be several inserts, there is no limit to their number. It is certified by the signature of the personnel officer or chief and the seal as soon as it begins to fill. This is his distinguishing feature. How to certify a work book for a bank with an insert? Additional sheets are certified in the same way as the rest.
Sample record
How to certify a work book for a bank? A sample, taking into account all the above nuances, may look like this:
"Right. The original of the work book is in JSC “Employer” in case No. 42 for 2017
HR Manager Sokolova (Sokolova S.S.) 08/09/2018. ”
Validity
Often, borrowers are interested in the question: "How long does a certified work book for a bank work?" To date, there are practically no perpetual documents. This also applies to their copies. Indeed, during the period from its manufacture to delivery, significant changes can occur. There is no answer in the legal acts. This applies not only to the term of the copy of the work book for the bank and for other third-party organizations. It is they who establish their own rules, which indicate, no later than what time the document should be certified. When consulting with specialists, as well as when viewing information stands, you can familiarize yourself with a certified copy of the work book for the bank, as well as its validity. Many banks take it equal to one month. This applies to loans for a variety of purposes.
Based on the period in which the certified document has legal force, it is worth building further plans for working with the bank. Otherwise, it may happen that the validity of the certified copy expires, and the organization’s employees have not yet completed all the necessary procedures. A lot of time will be lost on the restoration of a certified copy and on the resumption of all financial transactions that are carried out quickly in some banks, and in some, on the contrary, rather slowly.
Legal advice for making the right copy of a work book for a bank
Most often, the bank will not give out a loan without a work book. Therefore, in order not to run there due to design errors several times, the employee needs to verify the correctness of the document itself. Although banks without a work book will not be able to verify the official employment of the borrower (and this is the reason for submitting the document), the appearance and availability of all necessary records, seals and the like can also play an important role. There are some nuances highlighted by lawyers that are specific to providing it to a financial institution:
- Recording wording. Most often on documents, not only on work books, they stamp or write the phrase “The copy is correct”. Everyone is already accustomed to such a phrase, and this is the first thing that comes to mind when associated with a copy of a document. In the new state standard of 2016, the word "True" is used. It is better to follow just such an option.
- Place of certification. Where exactly to write the necessary information is not strictly regulated. One condition must be met - the record does not overlap the basic information contained in the copy. The text itself is written clearly and legibly.
- Responsible person. The certified copy shall indicate the name of the post and surname, initials of the person certifying the copy. It is either the head of the company itself, or the person designated by order of him responsible for the maintenance and storage of labor.
- Location of the original. The article examined in detail this aspect. It remains to say that even before the introduction of the new rule, some banks asked for such information. Today it is important not to forget that if you need to certify a work book for a bank, a sample adopted before the summer of 2018 must be updated.
- Confirmation of the current place of work. The fact of making a certification record with the date and other necessary information should indicate that the person is still working in the organization. However, some banks may require the appropriate phrase on the copy.
- The number of pages per sheet. To save paper, you can place up to four pages on one A4 size. In some organizations this is allowed, but it is better for the bank to adhere to the ratio of one page labor = one sheet of paper.
- Print. A company may have several stamps. It is best to put the main round seal on a certified copy of the labor. You can still use the stamp of the personnel service (if any). Often HR personnel make a mistake by putting a stamp on a clean place on the sheet. It should capture a partially copied page of a document.
Certification of a work book for a bank for every citizen of the Russian Federation is a very important step. That book reflects his work, reasons for dismissal and other information. Losing it is extremely undesirable, because the restoration of information will require visits to all organizations in which the person was employed. Some of them may cease to exist at that time, others may be located outside the citizen's place of residence. It is strictly forbidden to give the original of this document into the hands of the employee before his dismissal. If, at your own peril and risk, the employer nevertheless committed such an action and the document was lost or damaged, then it will have to be restored on its own.
The Ministry of Health and Social Protection has taken the initiative to abolish work books as a binding document. To date, the Ministry of Labor offers a transition to electronic versions of such documents. According to the survey, the citizens of our country are not against such an initiative, but with the preservation of paper media. Since 2020, it is planned to begin transferring important documents electronically to the Pension Fund.