Confirmation of work experience through the archive - how to make a request, sample application and certificate

Missing information about wages or work experience can be filled in by obtaining a certificate from the archive about wages for calculating a pension

When the time comes to apply for and receive a pension in connection with reaching a certain age threshold, potential pensioners are often faced with the problem of lack of documentary evidence relating to their working life. To fill out these papers again or for the first time, pensioners only need to find their work book, drawn up in accordance with all established rules, and find out where the archive of wages for calculating pensions is located .

When proof of work experience is required through the archive

This procedure is necessary when an able-bodied citizen retires, or takes a well-deserved rest if his or her work record book was lost before 2002.
After the pension reform in 2002, both the insurance period and the length of service are taken into account in the Russian Federation.

The insurance period is defined as the periods of making contributions to the pension fund, and the labor period is defined as any paid employment in accordance with the Labor Code.

Until 2002, when the pension reform came into effect, length of service was the main criterion for calculating pension payments.

As a result of the modernization of the existing system, after 2002, the pension amount is calculated based on the insurance period and the amount of payments to the pension fund.

At the same time, for those persons who worked before 2002, a procedure is provided for conversion to insurance through the transfer of hours worked in employment into the cash equivalent of insurance premiums. In some cases, early registration of a pension is possible before the citizen reaches the appropriate age threshold. Such cases include professions and work that involve particularly difficult working conditions.

This category includes people of the following professions:

• Military personnel;
• Workers involved in production on the workshops;
• Workers involved in production in any working conditions where there is at least a minimal risk of health complications;
• Employees of any federal departments.

The insurance period, in addition to the time of employment in production, or service in a certain institution, includes the following:

• Military service on a fixed-term basis;
• Caring for an infant child;
• Caring for disabled people of the first and second groups;
• Registration time at the employment center;
• Prison term in case of rehabilitation after release;
• Duration of stay in remote garrisons for military wives in case of impossibility of employment.

Methods of confirming experience

After 2002, the procedure for confirming earnings based on length of service was simplified as much as possible, where the main confirmation criterion was contributions to the pension fund.

When it is necessary to make calculations of pension payments, the personal account in the Pension Fund of each individual able-bodied, registered citizen is taken into account, where all changes are reflected.

Before the pension reform in 2002, the procedure for confirming and restoring earnings based on length of service was fraught with certain difficulties.

There are two ways to confirm your experience.

• Documentary;
• Based on testimony.

The documentary method of confirmation involves the collection of all documents that can directly or indirectly confirm the fact of a citizen’s registration at the place of work, service, etc. for conversion into insurance.

At the same time, to confirm some documentary data, it is often necessary to make a request to the archive.

The testimonial method of confirmation is based on the testimony of witnesses who give testimony confirming that such and such a citizen was actually on the staff of a certain organization and has the necessary experience.

Received document

Responses to requests received from employees contain their personal data and other necessary information. They are compiled in accordance with the requirements developed for such documents in the organization itself.

Help structure

Despite the absence of a generally accepted form in which to draw up a response to a request received by the Pension Fund, a standard template is used almost everywhere. The commonly used form of certificate for the Pension Fund includes:

• the name of the legal entity that issued it with the address and telephone number and (additionally) some details;
• date and registration number;
• Full name and passport details of the employee;
• positions held and length of service, transfers and order numbers reflecting changes in qualifications and movements up the career ladder;
• signature of an authorized person with date;
• certifying seal.

Completed sample

When preparing a certificate of work experience, it is easy to find a sample

It is only important to pay attention to who provides the certificate to the Pension Fund - the state archive or the organization where the employee worked. When an archival certificate is compiled for the Pension Fund, the sample proposed by the basic rules for the work of organizational archives is used. Their board of Rosarkhiv approved them in 2002

Their board of Rosarkhiv approved them in 2002.

To draw up a certificate of work experience for an organization, it is not necessary to adhere to this sample, since it has its own developments for such a case.

Form

Clause 8.2.2 of the archival rules suggests using a sample of an archival certificate of work experience for the Pension Fund of Russia, as well as other such documents, in the form of forms used by the organization. Or in the form used in Appendix 42.

What problems might arise?

Formally, registration in the compulsory pension insurance system and receipt of SNILS means that the employer has begun to transfer funds to the pension “piggy bank” on a monthly basis.

But for the employee it is also important that all the nuances like:

• The exact date of hiring.
• The name of the profession according to the staffing table.
• Date of dismissal and exact wording under which article.
• The exact name of the receiving (dismissing) organization.
• Period of advanced training.

It happens that due to the mistake of a careless HR specialist or employer, entries are not made in the work book. Also, no one is immune from the fact that the documents contain errors, inaccuracies, and incomplete filling.

Failure to comply with the “Instructions for filling out work books” leads to incorrect recording of work experience. Errors are unacceptable and must be corrected!

The adjustment is carried out by collecting missing and clarifying documents. Based on these papers, new entries are made in the work book. If necessary, the applicant reports them to the territorial department of the Pension Fund of the Russian Federation.

But this happens when the former employer has been liquidated or does not exist for other reasons.

Which archive should I apply for a salary certificate for calculating my pension?

All entries in the work book must be entered with a mandatory indication of the basis for their entry (date, order number, etc.) If we are talking about granting an early pension for work in the Far North, it is necessary to see if the work book contains information about the place location of the organization; in their absence, a corresponding certificate will be required.

Thanks to the electronic service, residents of Kalmykia have the opportunity to pre-order the necessary certificate online without contacting the Pension Fund several times. The most in demand are certificates about the amount of pension and monthly cash payments and about the amount of maternal (family) capital and certificates about the amount of pension paid (social benefits) for a certain period.

Based on what archive documents can incorrect or incomplete information be restored?

Certificates of places of work before 2002 and information about work in liquidated organizations are issued by the archival institution based on the data preserved in the repository.

This includes the following permanent storage and personnel files:

• Personal accounts for individual employees.
• Orders for personnel.
• Characteristics from the place of work.
• Personal things.
• Payroll statements.

Extracts from documents allow you to restore your work history. But a document that is officially drawn up has legal force. At the same time, the archive form is not the only condition. The document must be signed by the manager and refer to the numbers of archival files and sheets in them.

Sample request to the archive

There is no information in the law about what the form should look like.

However, there are details that should be in the letter:

• Date of application sent:
• name of the archival institution;
• Full name of the applicant, as well as residential address and telephone number for contact;
• to facilitate the search, you need to clarify the name of the company, the structural unit where the citizen worked;
• indicate your position.

In conclusion, you need to clarify that you are collecting information not out of idle curiosity, but to assign a pension. And the final touch is your signature.

Basic rules for compiling an archival certificate

The archival certificate must contain only that information that is relevant to the person mentioned in the request. If the basis document contains information about other persons (not mentioned in the request), then in no case should the certificate contain any indications of these persons.

The text of the certificate must comply with the chronological principle of the sequence of events, precisely in the order in which they are presented in archival documents. There should be no corrections in the text.

If the structural divisions of the enterprise, the enterprise itself, as well as certain positions have ever been renamed, then their modern names should not be indicated in the archival certificate. Thus, when creating an archival certificate about the work of a person in a certain organization, all names must be transferred from original archival documents in exact accordance with how they are indicated there during the period of time necessary for the generation of the certificate.

If during the time specified in the request, any renamings occurred, then all of them must be reflected in the certificate. This can be done in any form; you can see an example in the sample archived help.

When preparing an archival certificate, certain discrepancies with the information specified in the request may be discovered. This could be, for example, different spellings of names, provided that the last name and other data match. There may also be some corrections, illegible original text or some abbreviations. In such cases, appropriate notes must be made in the certificate. For example, at the desired point in the text, brackets are placed in which a mark of this type is indicated: “So in the original document” or a similar option (you can also see an example in the second sample of the archival reference).

If the request is about wages, then you should separately indicate the amount that was accrued each month. Information is transferred from archive documents in the same way as it was reflected in the originals, the price scale is also taken from the requested time period. If there are no accruals in certain months, this should also be noted in the certificate.

When generating a certificate, there is no need to calculate the total amount for the year, as well as the average monthly or average annual income, make adjustments for inflation and similar calculations. In fact, the compiler of the certificate is only required to transfer data from the original to a modern document.

If salary documents are not available, then a certificate can be drawn up based on the staffing table. Using such data, it is possible to determine the official salary for a specific period. By studying orders for core activities, as well as orders for personnel, it is possible to determine the availability of other payments for the time period that interests the applicant.

If it is necessary to prepare a certificate of awarding a specific person, you should make sure that it contains the following information: the name of the document that served as the basis for the award (resolution, order, decision, etc.), the name of the award, the full name of the awarded person.

The certificate must be signed by the manager or authorized person in accordance with the established order or job description. This document must also be certified by the seal of the organization.

Pros and cons of ordering archival help online

When ordering a certificate from the archive on the State Services portal, everything can be done from home

Probably everyone knows that the Internet is a thing that may not work. The site may also not work due to technical reasons. This is the disadvantage of ordering a certificate through State Services.

One of the advantages is that you will not need to visit government agencies or waste your time standing in queues. You can order an archival certificate at home, lying on the couch.

There will be no need to visit government agencies, wasting your precious time on this

An archival certificate is a document that contains information about documents available in the archives, as well as information related to the subject of a specific request, with the obligatory indication of search data.

Step-by-step instructions for ordering an archival certificate through the State Services portal

Important ! Not every resident of the Russian Federation can use the State Services portal.

To submit a request for an archival certificate, you need to be registered on the State Services website.

Step 1. You need to register on the State Services website

Step 2. When you are already on the portal, you need to write “archive help” in the search bar.

Step 3. After this, on the page that opens, you need to select the “Licenses, certificates, accreditations” window

Step 4. Next, a window will open for you. There you need to select the window “Archival certificates of the Ministry of Internal Affairs”

Step 5. After which you should fill out the applications and attach all the necessary documents.

Step 6. After filling out the application, you need to mark your agreement to the terms of the user agreement.

The application must be registered within 3 working days

Registration of the applicant’s request for the provision of a public service is carried out by an authorized official of the institution within 3 days from the date of receipt of the request

Who can contact the archive through State Services?

Individuals and legal entities can apply through the State Services portal. Submission by proxy is possible. Regarding the required certificate, the time frame for completing the procedure will vary. In Moscow usually twenty working days.

To submit to the archive, you must describe the question and attach all known information. It is enough to submit an application and write in the field all the materials that are requested. Passport details will not be required, since they are already entered during registration.

Applications are accepted from those who are registered on the portal.

Terms of service provision

The service period is: 30 calendar days

You can receive the certificate after 30 calendar days

Time frame within which the application must be registered: 3 working days

Can they refuse to provide a service?

If the data is not in the archive, the certificate may be refused.

An archived certificate through the State Services portal may not be issued if there is the slightest violation. You need to be careful when filling out the form and enter all data correctly. When creating a request, the user must enter:

• Full name
• Registration and actual residence address
• Email address for sending documents.

They may also refuse if:

• Not a complete package of necessary documents was provided
• if the data is not in the archive
• in order to protect information about citizens.

After successful registration on the State Services portal, the entire catalog of available services that you can receive will open for you. You will have your own Personal Account, where you can use certain services while sitting at home on the couch.

You will no longer have to stand in long lines at government offices, waste your time and nerves to obtain or update documents or certificates.

With the advent of State Services, you won’t have to stand in long lines at government offices

A confirmation sign will appear on your Personal Account page, and a notification that verification has been successfully completed will be sent to your mobile phone number, as well as to the email you provided during registration.

Obtaining a certificate from the archive through the State Services portal

Archival certificate is a necessary document. Using it, you can obtain information in cases of need: confirm relationship; take data on length of service, salary; study a genealogical matter; collect information about a cultural institution, museum, and its history.

The service is provided by the Federal Security Service of the Russian Federation. Before executing a request, decide on the topic of the document: thematic, social and legal sphere, or searching for relatives. If necessary, contact the archive at your location. However, using the government services website, the operation is much more convenient and saves time.

Instructions: how to fill out a form on the Rosarkhiv website

Step No. 1 – enter information about yourself

This step is traditional. So, at the very beginning of the questionnaire there is a block in which you need to enter information that concerns you specifically, that is, indicate:

• surname, name and patronymic (the last point only if available) in the nominative case;
• name of the organization, in case you are a representative of a legal entity.

We, of course, select the first option and enter the information.

In the column indicated in the picture, enter either the last name, first name and patronymic of an individual, or the full name of a legal entity

Next, you will need to indicate your date of birth, in the day/month/year format.

After you enter information about your date of birth, you need to select the numbers from the drop-down list

You will then need to provide information that will allow the center staff to contact you in the future, namely:

• full postal address to which documents can be sent to you;
• phone number to call.

Now we indicate the full postal address at which you could receive correspondence sent in your name, as well as a telephone number, mobile or landline, at which we can contact you

So, if you live in the Russian Federation, accordingly, indicate the address in Russian. If now your place of residence is in a foreign language country, then you should indicate the address in Latin transcription.

At the end of this block you will also need to specify:

• your email address (in almost 100% of cases, responses are sent by email due to the computerization of government departments, so this field is required;
• whether a copy of the completed application form needs to be sent to you by email or not (it doesn’t matter what you choose, but, as you know, bureaucratic confusion often arises in our country, so be on the safe side and receive a completed copy by mail).

At the end of this block, indicate your email address and consent or refusal to receive a copy of the information entered in this form

Step No. 2 – fill out the information block about the organization you worked for

Next, you will need to enter information about the organization in which you previously worked. Please note : data is entered only about that company or that institution, the information in the work book from which is precisely incorrect, missing, etc.

So, about the company you are looking for, you need to enter the following in the application form.

1. First, indicate the full name of the organization. special attention to the word “complete”; it’s there for a reason.
   The fact is that companies usually have abbreviated and full names. The first ones are in constant use, while the second ones are often only on papers, but it is the second one that you can use to find the information you need. When entering the full name of your former employing organization, you must indicate its name, which is always indicated in official documents
2. Next, you should enter the departmental subordination of your organization.
   It is not necessary to indicate departmental subordination, but you can enter it in order to get the result of searching for information faster
3. The last point about the office in which you worked that requires indication is its location.
   The address also needs to be written without errors, as this will ultimately affect the time it takes to search for the information you need and the data contained in the discovered documents. The location of the organization must be indicated without making any mistakes in the address

Step No. 3 – entering basic information about the request

So, now you will need to enter specific information regarding your request.

1. First, indicate the time period (preferably not from such and such a year to such and such a year, but with months; to find accurate information, look in the work book).
   Indicate the exact terms of work in the organization by looking at them in the work book
2. Next, indicate the position in which you worked in the desired organization.
   If you have changed several positions within this institution, then indicate only the one for which there are errors. If there are several errors and all positions for a given company are listed with them, indicate all these positions. Then enter information about the position you held in this structure
3. Now that the basic information has been specified, you need to compose a short text of the application, right in the application form, there is a window for it, called “request text”.
   There, indicate the request for information and other nuances that you consider necessary to indicate. Also create the request text in free form, while observing the rules of business correspondence

Below, enter information about past requests, if any, and at the same time enter the code from the picture, which will confirm to the Rosarkhiv that you are not a robot.

Below, enter information about past requests, if any, and the code of their image (in Latin)

So, that's our whole second method of obtaining information. As you understand, this method reduces your time costs and wait for receiving information several times.

Where can I get an archival certificate of length of service in military unit 01957 from 1978 to 1983?

2. We live in the regions of the Far North. An employee came to us to apply for a job as an office cleaner. She brought a certificate from the archives department stating that she worked in the period from 07/01/2004 to 07/31/2004. There is no record of this length of service in the employment record. Should we pay 80 percent of polar allowances with only a certificate without an entry in the labor record?

2.1. In the absence of a work book, as well as if the work book contains incorrect and inaccurate information or there are no records about individual periods of work, written employment contracts, drawn up in accordance with the labor legislation in force on the day the relevant legal relationship arose, are accepted to confirm the periods of work. books of collective farmers, certificates issued by employers or relevant state (municipal) bodies, extracts from orders, personal accounts and wage statements.

3. When I applied to the pension fund to calculate my pension, I was assigned an old-age pension due to the fact that there is no data on wages. The work experience is taken into account in the number of 34 years, but there is no data on the accrual of joint ventures. I contacted the archives for an archival certificate about the accrual of joint ventures, because... this is 1986-1993, but the company did not transfer the data to the archive. What should I do now since I have experience but no joint venture, and accordingly the old-age pension is a pittance.

3.1. You need to go to court. The court may consider documents that indirectly confirm the actual earnings of an employee at a particular enterprise. Such documents may include party, trade union and Komsomol cards, pay books, orders and other documents from which it is possible to draw a conclusion about the employee’s earnings. I advise you to contact a lawyer in your city in person.

4. Perhaps I formulated the question incorrectly, I’ll try again. I have an archival certificate for the entire period of my working life, including salary certificates (from 1977 to 2009). What other proof of experience is required and how should it be received by the Pension Fund.

4.1. Payment of pensions at the previous place of residence for CIS citizens is terminated if a pension of the same type is provided for by the legislation of the Russian Federation. Such principles of pension provision for citizens who arrived in the Russian Federation from CIS countries are provided for in international treaties, in particular in the Agreement on guarantees of the rights of citizens of member states of the Commonwealth of Independent States in the field of pension provision dated 03.13.1992, which regulates pension provision for citizens of Armenia, Belarus, Kazakhstan, Kyrgyzstan, Russia, Tajikistan, Turkmenistan, Uzbekistan and Ukraine. Contact the Pension Fund and receive a written refusal. If they do not issue a refusal, send a registered letter with notification via mail on purpose. Appeal the refusal in court. If you have any questions, please contact us.

5. Received an archival certificate of work experience information. It contains the surname and initials, Andreeva T.N., the pension department refused to accept this certificate, because the first name and patronymic are not indicated in full, and the date and year of birth are also not indicated. What should I do? What documents can confirm this? Thank you.

5.1. from what you wrote, we can say so contact the archive again with a request to make a transcript of the name and patronymic, if they refuse, then write a complaint in any form, present the situation as it is without embellishment to the prosecutor’s office and let the prosecutor’s office conduct a check on the legality of both the archive’s actions and in the actions of the pension fund regarding the refusal.

6. There are entries in the work book, there are archival certificates about preferential length of service from Kazakhstan. But the pension was not assigned because confirmation did not come from the Department of the Committee of Labor and Social Protection and Migration of the Karaganda Region, where 17 years of preferential service was earned. Am I rightfully denied?

6.1. If there is no proof of experience. Then you should have been sent to court. If they just refused. Then you will need to establish your experience through the court and immediately appeal the illegal refusal. You can tell in more detail by studying your documents. Perhaps the documents provided were not enough and more requests should have been sent and thus avoided the trial.

7. In what surname should an archival certificate of experience be issued to a former employee if the work record book is lost, if he changed his surname after dismissal? New or old?

7.1. If you worked under your old last name, then of course you make a request for your old last name.

7.2. You should issue a certificate of experience in the name under which the employee is listed in your archive data. That is, in the old name.

7.3. Of course, a certificate is issued in the old name. And the employee already confirms with his certificate and documents that he is he.

7.4. Indicate both surnames in the certificate; to do this, issue a certificate for the new surname and indicate until what time the old surname existed.

7.5. Under the name under which he worked at the company. And he himself must prove the change of name with documents.

8. What is the expiration date for an archived certificate of salary and work experience? If it is unlimited, then how can you prove it to the Social Insurance Fund? Is there an official document stating that there is no expiration date?

8.1. If it is unlimited, then how can you prove it to the Social Insurance Fund? Is there an official document stating that there is no expiration date? These deadlines are not established by law.

9. In the work book, one entry about work as a rod dryer from 1991 to 1997, when calculating the special length of service, the Pension Fund threw out more than 2 years in torn pieces without reference to documentary grounds. The company was liquidated long ago; we provided the Pension Fund with archival information about the personal card and copies of the accounts. How can I clarify on what basis the pension fund’s length of service for applying for a preferential pension under clause 2, part 1, article 30 400-FZ was reduced?

9.1. Archival certificates, personal cards and personal accounts are enough; appeal the PF’s refusal.

9.2. Contact the Pension Fund, find out, then go to court.

9.3. Send an application to the Pension Fund, they must give you an answer within a month.

10. In the work book, upon dismissal, the company’s lawyer affixed the seal of the old-style company. In the salary certificate issued by Peugeot, the seal is new. The Pension Fund excluded this period of work - 5 years from the length of service. I have many colleagues who can confirm my work experience, but social security workers require archival confirmation.

10.1. In accordance with clause 31 of the Rules for calculating and confirming the insurance period for establishing labor pensions, approved by Decree of the Government of the Russian Federation of July 24, 2002 No. 555, the establishment of periods of work according to witness testimony is made by decision of the body providing pensions (Definition No. 45-VO-5 ).

11. How is a pension assigned at the age of 55 for a woman - if there is not enough work experience (I cannot provide certificates of work because there is no archival data)

11.1. If you do not have enough experience, you will be paid the minimum wage.

12. My work book has been lost, all the organizations where I worked have already closed, but in the archives they provide an extract about my existing work activity, which is valid for only a month. How to restore the entire length of service if archival certificates are valid for such a short period? How to go to another state for permanent residence with an empty work book?

12.1. These certificates do not have an expiration date.

13. Will the period of work at the Composite Kramatorsk Air Conditioning Plant cooperative from 1988 to 1990 be included in the pension calculation period? electric welder, what is recorded in the work book, do I need an archival certificate confirming the experience?

13.1. No, you don't need a certificate.

Collection of documents for confirmation

To calculate your pension, it is important to take care in advance of collecting documents that confirm periods of work. It’s best to wait 2-3 months beforehand, as the procedure may take a long time

If a work book is available and all periods of work are reflected in it, then in addition to it you may need:

• military ID;
• certificates of maternity leave;
• documents confirming the change of personal data (full name) of the applicant.

Request for a certificate to confirm work experience for the Pension Fund

To confirm work experience that is not reflected in the work book (for example, while working under the civil process, subject to the deduction of appropriate contributions), you can request a certificate from the pension fund.

It is needed, first of all, for submission to third-party bodies, for example, to the court. You can obtain it either by contacting the Pension Fund in person, or through electronic services, for example, “Gosuslugi”, as well as by registering in your personal account on the appropriate resource in the Pension Fund on the Internet.

Sample certificate

Other confirmation methods

If information about the employee’s length of service is not in the work book, or there are no corresponding records in the personalized accounting system, then there are other methods of confirmation, such as: certificates from the archive and witness testimony.

Archive request

Information about the facts of labor activity is not lost forever, but over time is sent to state archives, which, upon request, can provide a certificate about a particular period of work.

An application to receive documents from the archive can be submitted either by the citizen himself or by delegating these powers to the Pension Fund of Russia, whose employees themselves send requests as part of interaction between government agencies.

Sample application

The deadline for providing the necessary papers is 30 days.

According to testimony

In exceptional cases, length of service may be confirmed on the basis of witness testimony. They can only be used if there is archival evidence confirming the impossibility of providing the necessary information.

The testimony of at least two witnesses with whom the applicant had an employment relationship is taken into account. As a rule, this confirmation method is used in legal proceedings.