The work book reflects the experience of the employee and his labor activity. The document is stored in the personnel service of the business entity and is handed over to the employee upon his dismissal. Not all people are equally assembled and responsible. As a result, loss of documents may occur . The article will examine how the restoration of the work book takes place.
The concept
The restoration of the workbook to an employee is carried out if it is damaged or lost. In the first case, only the part in which the damaged data is located is restored. Such cases include the following:
- wet books;
- her burning;
- accidental break.
The information that can be gleaned from the damaged book is duplicated in a new one.
Recovery of the work book in case of loss is performed in the following sequence:
- you need to refresh your memory in various business entities;
- go through the ex-employers, each of which must write statements asking for information about the implementation of activities in this business entity, about promotions and awards that have been noted in this book;
- such a document can be sent by mail if the organization or individual entrepreneur is located at a certain distance from the place of residence of the former employee.
Employer recovery workbook
Sometimes the culprit of the loss of this document is not the employee, but his employer. In the latter case, the restoration must be carried out by himself. He should send inquiries to the former places of work of the employee.
If the employer does not give the book to the employee or destroyed it, the issue should be decided through the court.
For each day the document is delayed, the employee may demand compensation in the form of a reimbursement of the average salary, as well as such in relation to financial expenses and moral damage due to the search for documents to receive a new work book.
Liquidation of an economic entity
With the introduction of market relations, many organizations and individual entrepreneurs began to be liquidated. Therefore, when you try to contact them, you may find that there is no one to write a statement. In this case, three options are possible:
- Make a request to the archive into which documents are submitted upon liquidation of the business entity. There are documents on the basis of which entries were made in the work book, but not all organizations and individual entrepreneurs submit their files to the archive after liquidation, so this option may not always work.
- You can restore the work book in the Pension Fund, which contains information about the place of work and the experience of a certain employee. The Fund considers the submitted application through a registered letter with a notice within 10 days, after which it issues a certificate stating the total length of service, period and place of work of the applicant, the service is provided free of charge, however, keep in mind that personified accounting in this country is not carried out in such a way for a long time, therefore, if the experience is significant, then information about him in the FIU will be incomplete.
- Write a statement to the court, which will send requests to government agencies authorized to provide the necessary data, while it is advisable to have witnesses who can confirm that the plaintiff worked with them or without them in a particular business entity. Restoring a work book in court is the most difficult option to resort to if it is not possible to complete the process according to previous options.
Getting duplicate
If the work book is lost or if it has become unusable, it is replaced by a duplicate. It indicates all places of work, as well as seniority in each of them.
When transferring records, those that were canceled are not duplicated.
Extradition must be made by the last employer. At the same time, he needs to submit the following documents:
- written statement;
- documents from previous employers.
The following may serve as the latter:
- statements and personal accounts for the issuance of salaries;
- extracts and orders (or copies thereof) on admission and dismissal for relevant work;
- certificates obtained in state archives about work with a certain employer in a specific time period;
- certificates received from previous employers;
- labor contracts.
A copy of the work book, which has not been notarized, is not the basis for the issuance of a second document.
Record
The following information is added to the duplicate:
- on the first sheet - information about the employee;
- information about the length of service before the employee’s placement with the employer performing the duplicate statement;
- information about awards at the last place of work.
The restoration of entries in the workbook is made into a new document, which should be in the personnel service. On the title page in the upper right corner the word "Duplicate" is indicated. This recording can be done by hand or with a stamp.
Entering Employment Information
A duplicate is drawn up in the same way as a regular work book. In the third column, the first entry should contain data on the experience before joining the last employer. The number of years worked is indicated regardless of the business entity and the position held.
Information is entered about the individual entrepreneur or organization whose employee worked. It indicates the date of employment and all the posts that he held. If there is an internal translation, this information is also transferred to a duplicate.
After that, information about the dismissal from this business entity is entered. In this case, the reason, date, name and number of the document that served as the basis for dismissal shall be indicated.
After filling out the duplicate, the signatures are put by the inspector of the personnel department, which is certified with a seal if the employer has it, and the employee.
Mass recovery
It may be needed in case of emergency or accident, which led to the loss of work books of the whole team or part thereof. In this case, the experience of employees is restored by a special commission. She must draw up a document stating:
- the period of work of employees of an economic entity in relation to each of them;
- general work experience;
- professions and positions.
An executive body creates a commission. Its composition includes employers and other institutions that have any relation to the issue under consideration.
After the employer receives the necessary information from the commission, the employees are given duplicate work books.
Writing a statement
The rules for maintaining these documents do not provide for its form. A sample of the restoration of a work book will be examined by writing an application.
The first paragraph must indicate the name of the last employer. The second provides the basis for addressing him - bringing the work book into disrepair, theft or loss. If the latter is damaged, it is better to attach it to this statement. It is better to confirm the theft with a copy of the application submitted to the appropriate police station.
In the third paragraph, the employer needs to be reminded that a duplicate work book is made and handed out within 15 days after applying.
The statement is better to write in duplicate. One of them is given to the secretary, and on the other a mark of admission is made, in which the date is indicated. If this mark is refused to put down, then the application is sent by registered mail with a notification, and you need to make an inventory of the investment. In this case, the 15-day period will begin from the moment of delivery of this letter, about which a corresponding mark in the notification will be made.
In the event that a duplicate is made by the employer with whom the employee currently has labor relations, this period does not apply. The document is handed out upon dismissal.
Is it necessary to restore the work book?
The information contained in this document is required by the FIU to calculate the pension. However, the employer provides all the data about the length of service and position held in this fund. Thus, the paper version of the work book for the FIU is not needed at present, so it is not necessary to restore it for him.
It makes sense for a person to restore it if he wants the new employer to see his experience and positions, as well as the awards received. If he gets a job without this document due to its loss or damage, then the employer must draw up a new work book. For this, the potential employee must write a written statement. A work book issued again is not a duplicate.
Finally
Strictly speaking, the restoration of the work book does not occur. Instead of a lost or damaged document, a duplicate is issued. It is drawn up by the last employer with a summary record of experience for all other employers except him. In this case, the person guilty of loss or damage must independently collect information about previous places of work. To get a duplicate, you need to write a statement to the last employer. However, there is no obligation to restore the document in question today. Each person must decide independently whether he needs it or not.