Confirmation of experience for the Pension Fund of Russia: request for a certificate, application to the archive and other methods

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Published: 05/13/2016

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Today, the main employee document is the work book. It is according to the data contained in it that the Pension Fund inspector calculates and issues a pension.

If you don’t have a book, you need to prove your work activity with certificates. A certificate of length of service will be needed from each enterprise where the newly minted pensioner worked.

• What is this document and why is it needed?
• Document structure
• How is it processed?
• Where and how to get it?
• Validity

Why do you need a certificate of work experience?

A certificate of experience confirms that a citizen has worked for a specific employer during a specific period of time and working conditions.

The document allows the employee:

• prove the right to a preferential pension due to harmful working conditions;
• reproduce information about work activity if the work book is lost, was not kept for some reason, or contains errors and inaccuracies.

Read about how to confirm your work experience without a work book here.

What is this document and why is it needed?

Certificates of work experience are needed to confirm periods of work when applying for a pension.

Including for the registration of preferential pensions (for length of service and for harmful working conditions).

In this case, all types of activities are taken into account when deductions were made from income to the Pension Fund:

• under an employment contract;
• from an individual entrepreneur or an individual;
• under an agency agreement;
• under a contract.

In essence, a certificate is official information about a particular event, certified according to the rules of document flow . Its main task is to prove at what time and where a person worked. If a preferential pension is issued, for example, due to harmful working conditions, the certificate will confirm that the profession (or position) in which the citizen worked actually gives the right to early retirement.

How to get a certificate of work experience

A person has the right to obtain a certificate of work experience free of charge from the employer (at the current place of work or at the previous one) or from the Pension Fund of the Russian Federation:

If the employee has expressed a written desire to receive a certificate by mail, the employer is obliged to issue a valuable letter with a receipt confirmation and a list of the attachments. If the employee did not appear for the certificate in person and did not indicate the possibility of sending the document by mail, the employer is recommended to send the applicant a notification that the document is ready.

In both cases, a 3-day period for the certificate to be ready must be observed.

How to notify an employee of the need to report to work - read the material.

Where and how to get it?

If a certificate is needed by an employee who is still working, he can write an application for issue addressed to the director and submit it to the secretary. The former employee will be issued a document only with a passport, also on the basis of an application. In this case, it is better to register the application: the secretary will sign and put a number on the copy that you need to keep.

According to the rule of Article 62 of the Labor Code, documents related to the employee’s work are issued to him within 3 days.

The certificate is issued by the organization where the person last worked. Each organization makes a copy of the work record book during employment, so the personnel officer of the last employer can issue a certificate using the copy.

If there is neither a book nor its copies, certificates will need to be collected from all places of work . The problem may arise if the company is liquidated or reorganized. In this case, you can contact:

• to the successor company (personnel documents are transferred there during reorganization);
• to the city archive (if the company is liquidated).

Time-based wages - what is it and when is it profitable to use it? Find out more about salary transactions in our material!

You can find out how sick leave is paid if it falls on a weekend by following the link.

How to draw up a certificate of work experience

The document is developed by the employer independently. It is allowed to use a letterhead or affix a stamp with the basic details of the organization or individual entrepreneur. The template can be attached as an appendix to the instructions for personnel records management of the enterprise.

The certificate form must include the following information:

When issuing a certificate, the employer should take care to obtain the employee’s signature in the journal of issued certificates indicating the date.

Useful information from ConsultantPlus

From the consultation of the Ministry of Labor:

The certificate of work experience does not have a validity period, as it contains information as of a specific date. There are no restrictions in labor legislation on the number of certificates or copies of documents issued to an employee; they are issued in the quantity specified in the employee’s written request (read the consultation further...).

How to register it?

According to the Labor Code of the Russian Federation, at the request of a current or future employee, the employer is obliged to issue a certificate of work experience in this organization. This document must contain the following information:

• Information about the organization (name, address, contact information);
• Date and number of registration of the document in the journal for issuing certificates;
• Information about the employee (name and position);
• Information about work activity (from the first to the last place of work, indicating the organization, position and reason for dismissal);
• Working conditions (vacation, combining work with work, etc.);
• Information about length of service (total amount of time worked);
• Details of the work book;
• Purpose of the document (where and to whom it is sent);
• Signature and seal of the organization.

The document is drawn up on the company’s letterhead, or it must have a corner stamp on it. It is signed by several officials: the employer, the head of the human resources department and the accountant.

If a certificate is needed to assign a preferential pension, then it must include a more detailed description of work activity, and also indicate the presence of the following documents:

• Orders on transfer to another position;
• Order to assign a rank to an employee;
• Order on combining positions.

In the absence of a work book, calculating the total length of service is not at all difficult. To do this, you need to take certificates and extracts from all previous places of work and add up the periods indicated in these documents. It doesn’t matter when exactly you took information about your work activity from your employers, since certificates of work experience do not have a validity period.

Insurance experience - what is it?

The basis of the insurance period is the periods when contributions to the funds are transferred for the employee. In addition, according to the law, other periods may be included in it.

The procedure for calculating them in the amount of insurance experience for the Pension Fund of the Russian Federation and the Social Insurance Fund differs.

Is the period of study at a higher educational institution in the employee’s insurance record?

The Pension Fund of the Russian Federation takes into account (according to the text of Articles 11, 12 of the Federal Law-400 dated 12/28/13):

• transfer of contributions by the employer for the employee;
• child care up to 1.5 years;
• official status of unemployed;
• caring for a disabled person (group 1 or minor), a person over 80 years old;
• farming and individual entrepreneur status, subject to payment of contributions, etc.

What documents (information) confirm the insurance period for sick leave payment ?

The FSS takes into account (according to the text of Article 16, paragraph 1 of Federal Law-255 dated 12/29/06):

• work under the Labor Code of the Russian Federation for an employer;
• civil service or municipal service;
• other periods when the individual was insured with the Fund.

How to confirm the length of service to assign an insurance pension ?

In addition, the insurance period will include periods of military or other service in accordance with Federal Law-4468-1 dated 12/02/93.

On a note! Labor and insurance experience should not be confused. Work experience is taken into account until the date of 01/01/02 for calculating pensions. It is not taken into account in calculating FSS payments today.

Work book and ILS

What periods of work are included in the insurance period when assigning a pension? Is a work record really that important today?

Since 2015, when assigning a pension, periods of work both before and after registration of a citizen in the compulsory pension insurance system are established according to the information of the individual personal account of the insured person. All information is stored in the Federal Pension Fund database. Before the registration date, information about the length of service was submitted by employers in the SZV-K form for all working citizens.

According to the law, periods of work and (or) other activities performed by a citizen are included in the insurance period, provided that insurance contributions were paid to the Pension Fund for these periods. Contributions to state social insurance until 1991, payment of unified social tax and UTII until 2002 are equal to the payment of insurance premiums.

Thus, citizens can see and check the completeness of the information provided about periods of work and the amount of insurance premiums paid for each period of work in the extract from the ILS in the Personal Account on the Pension Fund website.

If a person understands that the extract contains incomplete information about work activity, how can the gaps be restored?

If the statement contains incomplete information about periods of work or there is no information about individual periods of work before registering a citizen as an insured person, then they can be entered on the basis of supporting documents.

In this case, the work book is taken into account, which is a document confirming periods of work before the date of registration in the OPS system.

If all the entries in it are completed correctly, in accordance with the Instructions for filling out work books, then no problems with taking into account the length of service will arise.

In the absence of a work book, as well as in cases where the work book contains incorrect and inaccurate entries or there are no records about individual periods of work, certificates from the employer or from an archival institution are accepted to confirm the length of service.

These may be extracts from orders, personal accounts and payroll statements, certificates, written employment contracts and agreements with notes on their execution and other documents containing information about periods of work.

It should be noted that it makes sense to start searching for lost documents about a certain period of your work only if you know for sure that during this period you received a “white” salary. Because with a “gray” salary, common in the nineties, the employer did not pay mandatory insurance payments to the Pension Fund of the Russian Federation, which means you do not have an insurance work history for this period. Such circumstances may lead to a pension being awarded in a smaller amount than the one the applicant expected.

Therefore, it is very important not to wait until retirement age, but to prepare for retirement in advance, before the right to retire. In accordance with current legislation, the obligation to provide documents necessary for the assignment and recalculation of a pension is assigned to the citizen.

When is the certificate provided?

According to the provisions of Art. 62 of the Labor Code of the Russian Federation, the employer is obliged to provide the specialist with documents related to his work within three days from the receipt of the request. The papers are certified by an authorized person of the company and a seal. It is illegal to charge a fee for their production.

In Art. 62 states that the basis for preparing a certificate to the Pension Fund about work experience according to the company’s internal sample is a written statement from the employee. The law does not provide a unified form for such a document. It can be prepared in any form, including the following information:

• information about the employer (company name, full name and position of the addressee);
• Full name and position of the author of the application;
• the name of the required certificate or a description of the information that should be contained in it;
• indication of the number of copies;
• date of the request.

The application is certified by the author’s handwritten signature and submitted to the personnel department or accounting department. Practice shows that in small commercial structures certificates are issued without written requests, based on oral requests from employees.

In Art. 62 of the Labor Code of the Russian Federation states that a certificate to the Pension Fund from the place of work according to the employer’s internal sample must be issued personally to a specialist. It is possible to send it by post in a valuable letter with a list of the attachments, but only on the condition that the employee has given consent to it, for example, included the corresponding clause in a written statement.

If the certificate is prepared within 3 days from the date of receipt of the request, but the specialist does not appear for it and does not consent to postal forwarding, the company must send a written notification to the citizen with a request to pick up the document. This will provide her with confirmation that she met the legal deadlines and will avoid possible problems with the labor inspectorate.

Is it necessary to issue certificates of insurance experience at the request of former employees? The legislation does not make any exceptions for them. This means that the administration of the enterprise is obliged to provide the paper to the dismissed citizen within three days.

Evidence of experience by witnesses

If the company no longer exists, as well as its successors, along with archival documentation, then a person can use witness reports. Their words confirm a certain period of employment, but not information about the salary.

If the organization’s archives are lost through no fault of a person, then the terms of his work at this enterprise are confirmed on the basis of reports from at least 2 witnesses who know the applicant from general activities during these periods. Witnesses must have certificates proving their employment with a specific manager while working in common with the person for whom they are providing information.

A person will need to send an application to the Pension Fund with a request to confirm the duration of work based on reports from witnesses, indicating their full name and registration addresses. The application is accompanied by an archival certificate stating that the documents of the liquidated organization were not found.

The duration of a person’s work at the enterprise, which is confirmed by reports from witnesses, cannot exceed 50% of the insurance period required to establish pension payments.

Witness reports are accepted to establish the period of work in Russia before a person is registered as an insured citizen. It will not be possible to confirm military service or time spent caring for a child with a disability with the help of witnesses.

Statement of claim for confirmation of experience

The restoration of lost work experience is within the jurisdiction of district or city courts - this is where the application should be submitted. The application is either written by hand or compiled on a computer and then printed on a printer. The structure of the statement is as follows:

1. In the upper right corner, a “header” is filled in, where the name of the court and the plaintiff’s passport details are indicated.
2. The main text contains information about the enterprise where the applicant worked. Hours of work and position he held.
3. Requirements for the court. In this case, please establish the fact of the length of service from the date of hiring to the date of dismissal.
4. The following is a list of documents and certificates attached to the application.
5. The application is certified by the personal signature of the submitter, and the date of its preparation is indicated.

In what form is the SZV internship submitted?

When the form is filled out, we indicate the position of the manager and certify the report with his signature; if available, we affix a stamp. Before sending the SZV-experience forms to the Pension Fund, we collect them in a bundle and make an inventory of them according to the OVD-1 form, without which the reports will not be accepted. In EFA-1, put 0 in the “Reporting period (code)” field, in section 3 indicate the number of employees in the SZV-experience, do not fill out section 4.

You can submit your work experience in paper or electronic form - it depends on the number of people whose work experience information is submitted by the employer. If there are less than 25, information can be submitted on paper; if there are 25 or more, only electronic submission is acceptable.

You can submit your SZV-experience report in 2021 from the online service Kontur.Accounting. You can also keep records, calculate salaries, send reports, use the support of our experts and other service capabilities. The first 14 days of operation are free for all new users.

Try for free

Nuances that may arise upon receipt

If the work book was kept in an orderly manner, then problems are impossible by definition.

Difficulties can arise only with organizations that have ceased operations. Then we can only hope that their documentation was transferred to the state archives.

Troubles can also arise if the document is drawn up carelessly - with missing details or blots. This will serve as a basis for seeking to have it declared invalid through the court. Therefore, it is better to immediately send a new request, since there are no restrictions on this.

What does the statement look like?

The order of the Ministry of Labor approved the extract form; it is contained in Appendix No. 3. In fact, it duplicates the STD-R certificate issued by employers. Let's look at what the STD-PFR certificate looks like when completed:

The procedure for filling out the certificate is established by the administrative regulations of the Pension Fund of the Russian Federation on the issuance of information about the work activity of a registered person contained in his individual personal account (Resolution of the Board of the Pension Fund of the Russian Federation No. 46pa dated January 21, 2020). The form duplicates the data from the work book, it contains the following information:

• about an event at work (hiring, transfer, dismissal);
• about the date of the event;
• about the details of the document that established the event (type, number, date).

Deciphering the STD-PFR does not cause any difficulties for those who are familiar with the work book form. The design requirements are similar. The paper form is certified by an authorized person of the PFR branch with his signature, the electronic statement is certified by an enhanced qualified electronic signature by an authorized official of the territorial body of the PFR.

IN WHAT CASES SHOULD YOU MAKE A REQUEST TO THE FIU?

Employers, including in the archives, do not always have the information the employee needs, so employers have to independently make requests to government agencies, for example, the Pension Fund.

Most often, the employer issues a request if the employee cannot provide a certificate of the amount of his earnings, in accordance with which he should be accrued and paid an insurance payment in connection with an occupational disease or an accident (Part 7, Article 12 of the Federal Law “ On compulsory social insurance against accidents at work and occupational diseases" dated July 24, 1998 No. 125-FZ (as amended on March 7, 2018)).

Also, the employee himself can submit a request, for example, if he has lost his work book and wants to restore his length of service through the Pension Fund. An employee can also obtain information about length of service from multifunctional ones.

To send a request[*] (example 4), you must have the employee’s written consent to receive his personal data.

[*] Order of the Ministry of Labor of Russia dated February 29, 2016 No. 79n “On approval of the application form of the insured to send a request to the territorial body of the Pension Fund of the Russian Federation for the provision of information on wages, other payments and remunerations, the form and procedure for sending the request, the form and procedure for submission the requested information by the territorial body of the Pension Fund of the Russian Federation.”

FSS

According to the rules of the Ministry of Social Development, which determine the procedure for calculating the insurance period (No. 91 of 02/06/07), documents proving the insurance period are provided by the citizen independently:

• at the place of work;
• directly to the FSS.

Is postgraduate study included in the insurance period for granting a pension ?

The procedure depends on the nuances of the payments due to him.

The main document confirming the insurance period is the employee’s work book. It is assumed that the entry in it corresponds to the information contained in the employment contract, which means that the employer paid contributions for it.

If the work book contains incorrect information, inaccuracies, or an entry about the place of work is missing, confirmation is provided by:

• employment contracts in writing (also used if a work record book was not kept);
• certificates from the place of work;
• certificates from state or municipal authorities;
• extracts from orders;
• personal accounts of employees, statements according to which wages were actually paid.

Work for private individuals as domestic staff (housekeepers, nannies, secretaries) can be confirmed by an agreement with them, which is registered with the trade union, a document indicating the actual payment of contributions to the Social Insurance Fund for this period.

An individual entrepreneur can confirm the insurance period with payment documents or an archive certificate (until the date of 1/01/91), and in other periods - with a certificate from the Social Insurance Fund stating that contributions have been paid. A member of a peasant farm, a member of a tribal, family community of the peoples of the North, or a person engaged in private practice can do the same: apply to the Social Insurance Fund for a certificate.

Lawyers provide a work book to confirm periods up to 01/01/2001, and then contact the Social Insurance Fund.

Collective farmers are required to provide a work book (collective farmer book) and a collective farm document on payment of contributions (after the period of 01/01/01). Priests also provide a work record book and a certificate from their religious organization that contributions have been paid for them.

Convicts working at the place where they are serving their sentences will need a work book and a certificate from the local medical authorities.

Military and equivalent service, according to Federal Law-4468-1, is confirmed by a military ID, certificates from military registration and enlistment offices, from places of service and other documents containing relevant information (according to the text of Part II of Order No. 91 of the Ministry of Health and Social Development).

and a sample request to the archive

What to do if the archive does not have the necessary documents?

If the archive does not contain the necessary documents, then the applicant has the right to invite witnesses who are able to provide evidence of work experience. The period of work experience in the Russian Federation before registration by an insured person can be taken on the basis of the testimony of 2 or more witnesses who know the applicant for a pension due to joint work at the same enterprise. This situation may arise if documents disappeared during a natural disaster (earthquake, flood, storm, fire and other similar circumstances) and cannot be restored.

The following materials must be attached to a request for evidence of the gap in work on presenting witnesses:

1. A certificate from the state (local) structure in whose territory the disaster occurred, indicating the date of the disaster, location and nature.
2. A certificate from an enterprise or state (local) structure certifying the fact of loss of papers on labor functioning and the impossibility of their restoration.
3. A certificate from the archive or state (local) structure certifying the absence of archival information about the working hours, according to witness information.

Who needs to take the SZV-experience?

The report is filled out for each insured person, and in essence this form is personalized.

All organizations and their separate divisions, individual entrepreneurs with employees, as well as lawyers and notaries take the SZV experience. The report is submitted to each insured person with whom you have concluded an employment contract, a civil contract for the performance of work or provision of services, an author's order agreement, or a license agreement. The duration of the contract and the availability of payments under it do not matter. The SZV-experience must be passed, even if the contract was valid for only one day, and the insured did not receive payments subject to contributions under it.

Insured persons include:

• citizens of the Russian Federation, regardless of the place of activity;
• citizens of EAEU states, except for temporarily staying highly qualified specialists;
• highly qualified specialists with a temporary residence permit or residence permit;
• foreigners permanently or temporarily residing in the Russian Federation, temporarily staying in the Russian Federation;
• the director is the sole founder.

There is no need to submit a report for the self-employed and individual entrepreneurs who are executors under GPC agreements. There is no zero report on the SZV-experience form. If the organization has at least a manager who is the only participant and owner of the property, data about him must be included in the report. Data on an individual entrepreneur without employees is not included in the SZV-experience; he simply will not have to report on the form.