The employee asks to issue a certificate STD-R. How to do it?

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.

Where can I get acquainted with the ETC?

There are four ways to view the information stored in the electronic work book:

• through the Gosuslug portal;
• at the MFC branch;
• through the employer;
• via a request to the Pension Fund.

The data is provided in extract format in electronic or paper format. MFCs issue only a paper version, Gosuslugi, the employer and the Pension Fund can issue both paper and electronic statements.

An employer can provide information from the electronic work record book to its employee only about the current place of work. Information about work in other organizations cannot be obtained in this way.

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.

What information is stored in the ETC?

The electronic work book stores the same information about the employee as in the classic paper version:

• employee information;
• dates of admission, dismissal and transfer to another position;
• place of work;
• name of the event (reception, transfer, dismissal);
• position, profession, specialty, qualification, structural unit;
• type of work assigned;
• date, number and type of document;
• reasons for termination of employment.

The electronic work book stores information about work activities starting from January 1, 2021. Information about previous work experience is stored in a paper work book.

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 fix an error in STD-R

If an employee notices an incorrect entry in the STD-R, then the information must be corrected or canceled.

STD-R is formed on the basis of information in SZV-TD. Therefore, if an error is detected, the SZV-TD must be corrected and sent to the Pension Fund, and then the STD-R must be re-formed. If only STD-R is corrected, a discrepancy will arise with the Pension Fund base (with the STD-PFR form).

To completely cancel the entry, you need to fill out all columns from 1 to 9 for the personnel event, and put an “X” in column 10. For example, if a personnel officer mistakenly recorded a dismissal that never happened, you just need to put an “X” in column 10 of the corresponding line.

To correct an entry, you must first cancel the incorrect entry by placing an “X” in column 10, and then fill in the next line with the correct data.

Fill out and submit the SZV-TD via the Internet

An example of correcting an error in the STD-R help. Secretary Tatyana was hired on July 12, 2018. She resigned on August 20, 2021, and on the day of her dismissal she received a STD-R certificate. A week later, Tatyana noticed that the personnel officer had made a mistake in the date of dismissal. She contacted her former employer for a corrected form. The employer submitted the corrected SZV-TD to the Pension Fund, and then issued Tatyana an STD-R certificate with the correct data.

Sample STD-R with corrected error

Responsibility for failure to provide the STD-R certificate

For failure to provide STD-R within the established time frame, the employer faces sanctions under Art. 5.27 Code of Administrative Offenses 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.

Differences between an extract and a copy

In office work, when preparing certificates, two terms are often used: “copy” and “extract”. The copy is intended to fully reproduce the information in the original. Currently, every page of a document (including blank pages) is photocopied to obtain a copy.

The extract is only a part, an excerpt from the original. It includes certified copies of the title page and pages containing information about the employee’s length of service for the requested period. The extract has legal force only when it is properly executed and certified.

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.

How to certify an extract

In order for it to be considered valid, it must be certified. This is a simple procedure. If the document has only one page, then the signature of the manager or other responsible person and the seal of the organization are placed at the bottom. Below indicate the date of issue and a note that the original TC is in the company.

If there are several pages, then a number is indicated on each one and the sheets are stitched. There are two options for assurance. The first is that a stamp and signature are placed on each page. Second - on the last sheet the total number of pages is indicated and stamped. They still sign every page.

How to make a statement and whether you need to indicate a reason

Please note! As practice shows, in order to receive an extract from the work record book, the employee must write a written application addressed to the employer on a piece of A4 paper, in which he must indicate:

• position, surname and initials of the manager, written in the dative case;
• your last name, first name, patronymic, position;
• document name: “Application”;
• a request for an extract from the work record book, referring to Article 62 of the Labor Code of the Russian Federation;
• what information should be displayed in the statement;
• date, month and year of compilation, your signature, surname and initials.

It should be borne in mind that the employer does not have the right to demand explanations for what purposes an extract from the work record book was required.

In turn, the employee, when requesting a document, is not required to indicate the reason why he needed an extract. However, if the employee indicates such a reason, then this will be his initiative.

Watch the video. How to correct an entry in a work book:

Cases when an extract is needed

The work book is kept by the owner only if the citizen is not currently employed. In this case, he can present it at the place of demand without issuing duplicates or extracts. However, the lack of a place of employment may become a factor that will negate the very need to provide a certificate. For example, bank loans are issued only to those who are officially employed in a given period of time.

When a citizen works while officially employed, the work book is taken by the employer upon registration and stored in a safe until the day of dismissal. Responsibility for the safety of this form lies entirely with the employer. For this reason, the form is not given to anyone, although this measure was previously practiced, and the document was issued against signature for several days. Today, if necessary, the employee is given a copy of the document or an extract from it.

The reasons for receiving an extract are:

1. Registration of a mortgage, targeted or non-targeted loan, as well as when applying for a loan from banking organizations.
2. The need to submit to government agencies to receive subsidies or benefits.
3. Parallel employment with external part-time work.
4. Consideration of individual cases in court proceedings that require documentary evidence of employment during certain periods.
5. Registration of guardianship or adoption of a child.
6. Obtaining a visa and/or passport.
7. Submitting documents to the Pension Fund.

The form is filled out in the same way for any authority, the main thing is to get clarification on the deadlines that should be included in it.

To obtain a passport

When receiving a foreign passport, the package of mandatory documentation includes a certificate of employment. The employer is obliged to prepare a form in which he does not indicate all the information about his work activity, but only that which fell within the last ten years. You cannot do without this certificate when visiting the migration service.

When submitting a preliminary application for a foreign passport electronically, this certificate will not be needed. We are talking about filling out a form through the State Services website. He will only require you to indicate all valid information for the last ten years, and you do not need to attach a scanned copy of the certificate. However, when scheduling a personal meeting, you cannot do without a form.

To the social protection authority

Contacting social security authorities is necessary when:

1. establishing custody of children;
2. adoption of a child;
3. registration of maternity capital due on the occasion of the birth of children;
4. receiving social benefits and guarantees related to low-income status, the presence of several children or other reasons.

Social security most often requires a certificate from the last place of work, and not for a certain period of time. But if the current employment is not long-term, less than one year, then information from the previous organization may be required.

The period specified in the certificate depends on the purpose for obtaining it.

For example, upon adoption, they may be required to prove stability of income, which means the duration of the periods may be significantly increased.

To the Pension Fund

Applications to the Pension Fund involve either the initial accrual of pension payments, or their recalculation in connection with a change in the coefficient and the amount of insurance experience. In the first case, it is impossible to do without a description of the entire period of work; here we are no longer talking about an extract, but about a copy of the entire work book. In 2021, it was established that, upon request, an employee must be given an original document for presentation to the Pension Fund. Although previously the employer could refuse to issue it and provide a certified copy instead of the original.

When re-issuing pension benefits, we can talk about either full confirmation of the entire period worked, or an extract for a specific period that was worked after the pension was assigned.

Before ordering a certificate, you should check with a Pension Fund specialist which periods should be included in it.

To court

Legal proceedings are always based only on facts that can be supported by documentary evidence. Therefore, mandatory documentation packages are often supplemented with certificates from the place of work. Most often, the form requires information about the period that appears in the case to confirm employment for a specific period.

Such forms may be required from both the defendant and the applicant, and in some cases even from witnesses appearing in claims or court cases.

To obtain a loan

Most often, statements are issued specifically for banking organizations.

When applying for a loan to a bank, the applicant must confirm his income; for this, a certificate is issued in form 2-NDFL. Theoretically, it also indicates that the employee is actually working at the moment, for which he is paid wages. But most often, a 2-NDFL certificate is not enough and the bank in a special order may require additional information in the form of an extract from the work book.

The dates that need to be included in the certificate are clarified by bank employees. Each organization sets its own individual requirements, which can cover periods from three months to a year. The most common duration is a period of six months.

Who is doing

This aspect is not covered in the legislation. The employer has the right, at his own discretion, to determine the person responsible for issuing the work book and extracts from it. Typically, these issues are dealt with by a personnel department employee, an organization secretary, or an accountant. In small companies, work books are issued by the manager himself.

The extract is subject to mandatory certification. This is usually the responsibility of any responsible person authorized by the employer. The absence of the manager's signature on the statement does not make it invalid.

It is advisable to additionally certify the document with the seal of the organization. But as of 2021, the requirement for a company to have a seal has been abolished, so an employer can legally work without one.

How to do

The extract is most often issued by the human resources department of the organization where the employee works. Or the right to issue extracts from labor records at the enterprise is vested in a specially authorized person:

• responsible employee of the HR department;
• secretary of the organization (in accordance with the job description);
• Head of the organization.

The extract is certified by the signature of the performer and the seal of the company. How to make an extract from a work book correctly? It is acceptable to use either a specially designed form or to submit a properly executed photocopy of the required page of the original.

At the top of the document there must be its name and details of the issuing organization. A copy of the Labor Code title page is attached or all information about the employee is indicated:

• FULL NAME;
• Date of Birth;
• information about education;
• profession.

The date of registration of the extract and the position of the responsible executor who issued it must be entered.

If the extract is drawn up in the form of a table, the presentation of information about the person’s professional path during the required period is placed in chronological order. Refer to the example we provided for filling out an extract from the work record book.

About your last place of work

An extract from the work book about the last place of work is drawn up as follows. Below the entry about the beginning of work in the organization, an entry is made: “working to date.”

About awards and incentives

This information may be required to confirm the employee's positive characteristics.

For international passport

When applying for a foreign passport, you must list information about your work for the last ten years in the application form. If the technical documentation is stored in the personnel department, then the extract will serve as reference material.

When else will an extract be useful?

• when applying for a bank loan;
• when receiving government payments, benefits and subsidies is formalized;
• when employed part-time;
• to the courts;
• during the adoption or guardianship procedure;
• when applying for a pension to the Pension Fund, etc.

Certification of extract and registration

After an extract from the work book has been prepared, the responsible employee who is entrusted with the responsibility for maintaining personnel records must certify it with his signature. In this case, the position of such employee must be indicated.

The extract will be valid even in the absence of the signature of the head of the organization.

Usually the signature is certified by a seal. However, from 2021 this is not mandatory. From now on, enterprises, organizations and institutions are exempt from the mandatory requirement to use a seal and stamp.

It is enough to record in a special internal journal, which is designed to record the movement of work books, information about when, to whom and in connection with what a copy or extract from the document was made.