Certificate of work experience - sample, procedure for registration and receipt

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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

What kind of document?

A certificate confirming your work experience is needed not only for the pension fund. It must also be presented when applying for a new job if you do not have a work book.

It is necessary to pay attention to the fact that the Certificate of Work Experience provided to the pension fund is nothing more than an official document certified by an authorized person; the document contains information about the period of work in the organization and changes in positions.

The main purpose of the document is to confirm that a person worked in a particular place. Such certificates of experience are of greatest value to people involved in applying for preferential pensions.

Currently, work experience is not classified as general and continuous. It has only one name left: INSURANCE EXPERIENCE.

It is calculated based on the rules of Article 10 of Federal Law No. 173 after the final addition of all jobs for which contributions were transferred to the Pension Fund.

How to confirm your experience?

The procedure for restoring information about experience is regulated by the provisions of Government Resolution No. 1015, adopted in 2014. It spells out the necessary actions in case of loss of official documents or the presence of a certain work experience. According to this resolution, there are two main methods of confirmation:

Documentary - when information is confirmed by extracts and copies of official documents indicating that this citizen was on the staff of the organization, served in a military unit, etc.
Testimony of witnesses . They are accepted for consideration only in the absence of official documents, or as additional evidence when calculating the duration of work.

What will you need?

The procedure for a citizen who needs to obtain certain evidence of work experience is determined by current regulations and consists of the following steps:

Drawing up an application for the need to obtain documents and certificates confirming work experience. Submitted to the former employer.
Obtaining appropriate confirmation from the archives. If no documents have been preserved in the archives, you will need to obtain a certificate about this. If data about an employee is lost due to the fault of the employer, he must provide an explanation. If the documentation is destroyed as a result of certain force majeure circumstances, the organization submits a certificate of the incident that occurred - fire, flood, etc.
If it is impossible to obtain supporting documentation, the only way out is to provide testimony.

Necessary documentation and certificates

In a situation where the HR department of an enterprise or the employee himself has lost his work book, the following documentation is allowed to be used as confirmation of work experience:

An employment contract concluded with the employee.
Any certificates issued by the human resources department signed by the head of the organization.
Extracts from internal orders for the enterprise.
Documentation on the calculation and issuance of wages, vacation pay, maternity and other payments passing through the organization’s accounting department.
Copies of payment documents confirming the employer’s transfer to the tax service, pension, medical and social funds of payments for this employee.
Certificates from the military commissariat or military unit where the citizen served.
Certificate from the social insurance fund regarding payment of sick leave benefits.
Characteristics issued by the management of an enterprise to its employee.
Certificate of a member of a trade union organization with notes on the payment of trade union dues for a certain period of time.

Step by Step Actions

The entire procedure for confirming work experience consists of several stages. To do this, first of all, you will need to contact your former employer. All information relating to each specific employee must be stored in the archives of the enterprise for a clearly established period of time, after which it is transferred for storage to the city archives.

When five years have not yet passed since the employee’s dismissal, you should contact the company’s human resources department for supporting documentation. After this period, it goes to the city archives.

Proof

If a citizen worked at an enterprise on a general basis, then if he loses his work book, he can request the above documents as supporting documents: a copy of the employment contract, extracts from orders, etc. But in a number of cases, there are types of activities in which there is no work book as the main document confirming experience and qualifications. All these cases are provided for by current legislation:

Fulfillment of labor duties on the basis of a civil law agreement. In this situation, the time from the moment the contract is signed until its expiration is counted.
For individual entrepreneurs and farmers, the proof document will be a certificate from the Federal Tax Service or the Pension Fund of the Russian Federation about making tax and pension payments within a certain time frame.
Employees of the Armed Forces, the Ministry of Internal Affairs and other paramilitary services that do not require work records can confirm their length of service with certificates from military commissariats and unit personnel departments.

Witness's testimonies

If it is impossible to find any documentary evidence of work in a certain organization, a citizen, to confirm his case, has the right to attract two witnesses. This right is stated in Federal Law No. 173 of 2001. They may be persons who previously worked with the citizen at the same enterprise at the same time.

Witness testimony can be used to confirm work experience in a variety of organizations that maintain personal records of citizens - a branch of the Pension Fund of Russia, at an enterprise that requires information about a previous place of work.

To do this, submit an application supported by the following documents:

Confirmation of the fact of loss or damage to the work book due to the fault of the employee - fire, natural disaster or careless storage.
If a document is lost due to the fault of the employer, an explanatory note from the HR department is provided.
When documents are not found in the city/district archive, you should present a certificate about this issued by the archive employees.

Witnesses, before giving evidence, must present documents confirming their identity, as well as the fact of work (service) in a certain institution. In terms of time, the terms of their work must coincide with the time of work in the same organization of the citizen in whose favor they testify.

Requests to the archives

To confirm your work experience through the archives, you will need to fill out a specific application form. It is a form where you need to enter the following information:

The name of the archive where the application is submitted.
Individual details of the applicant - full name, date of birth.
Address of residence and registration.
The time period for which the applicant needs information.
The name of the institution where the applicant worked and his position.
The basis for issuing a certificate is, in this case, the loss of a work record book.
At the bottom of the application is the date of preparation and signature.

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You can submit an application during a personal visit to the institution, or with the help of the territorial MFC. Within two weeks, archive staff process the data and issue the applicant with the necessary certificates or extracts from documents.

When will it be needed?

A pension certificate is necessary, first of all, in situations where the work book of a newly minted pensioner is either lost or not filled out properly. A duplicate can be easily issued, but there is a high risk of losing your seniority, and this will negatively affect your future pension.

Such a document is drawn up in the same way if a person worked without a book, but contributions were regularly transferred from his salary to the Pension Fund, for example:

A contract or agency agreement was concluded.
From an individual.
The cooperation was carried out under a civil law agreement (such agreements could be concluded until 2013).

Obtaining a certificate is usually not difficult. To do this, you should contact the personnel department of your previous place of work and request the appropriate document.

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.

How to calculate work experience?

Calculating the length of service for the Pension Fund certificate is quite simple:

To do this, you need to summarize all periods of work at certain enterprises.
Then, to the resulting figure, you should add those periods when the person did not work, if he has them.
The resulting figure is the desired number.

For those people who are not very good at mathematics, there are a variety of resources that can help in calculating work experience. To do this, you need to find a resource that has a built-in special calculator for calculating length of service, enter the necessary numbers into it, and then wait until the robot calculates everything automatically.

Validity period of the certificate of work experience

Russian legislation does not establish a validity period for a certificate confirming work experience. In practice, it is used until the death of the citizen in whose name it was issued.

However, such a certificate can be declared invalid by a court decision. This may happen if:

The document contains marks or corrections.
The document does not contain required details

To avoid problems in the future, when leaving each job, a person has the right to ask in advance for several copies of certificates of length of service in a given organization, for different occasions. At the same time, the employer does not have the right to ask the employee where exactly these certificates will go and why he needs exactly such a number of them.

What do you need to receive?

This information will be useful to all future retirees: The certificate is issued only after an application made by an employee of a specific company or organization who wanted to retire.

Form SPV-2 must be submitted within 10 days from the employee’s written request. It must be said that the written form must be supported by the signature of the boss or manager.

In order to obtain the necessary certificate, you must collect the following package of documents:

A certificate from the tax service, which will report the income of a person who is not engaged in any business.
A certificate stating that the required contributions to the pension fund have been paid.
A document from the Pension Fund for individual entrepreneurs about their income.
Confirmation of payment that the single tax on a certain type of activity has been paid in full.
Pay slips, books that were issued by structures under the trade union.
An application drawn up in the SPV-2 form.
Papers from the boss that confirm the payment of civil contracts.

In order to understand how the process of submitting documents occurs, you need to take into account the features of this operation, as well as analyze references to current legislation.

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.

Step-by-step instructions for compiling

Registration occurs either on company letterhead or using a corner stamp in order to record the company’s details.

The following information must be provided:

Full name of the employee.
Date, registration number.
Full title of the position (If it gives the right to receive an early pension, then the title should be written in the same way as it sounded in the 10th Resolution of January 26, 1991.
Information about experience.
Basis (work book number).
Purpose of issuance.
Certifying signatures.
Company stamp.

In case of drawing up paper for a pension, it is necessary to add a full description of work activity, as well as details of orders for:

Transfers to other places of work.
On the assignment of ranks.
About combining professions.

By filling out all this information, you can easily receive the required document for retirement.

Certificate of length of service giving the right to receive a pension

Find out what mistakes in work books will lead to a scandal with an employee. To apply for preferential pensions for hazardous working conditions, based on length of service, you will need a certificate of length of service (sample). Those types of activities are taken into account when contributions to the Pension Fund were made from the income received; this is work:

under employment contracts;
under agency agreements;
under contract agreements:
from entrepreneurs;
for individuals.

This is interesting: Benefits for military pensioners based on length of service in 2020

A certificate of work experience is considered an official document with information about a particular event. Information must be certified according to document flow rules.

With the help of a certificate, you can prove where and at what time a person worked. When applying for a preferential pension, the document will confirm that the position or profession gives the right to early retirement.

Submission procedure

As soon as you receive the required document, you should carefully and carefully fill out the fields.

Pay special attention to the details of the work book. It is on their basis that the decision on issuing pension payments will be made.

This stage also depends on your last place of work. Sometimes an organization independently collects the necessary papers and sends requests. But most often there are situations when a person has to do this on his own. However, before submitting a certificate of dismissal, other documents are required in order for the pension to begin to accrue.

Where is the salary archive for calculating pensions?

In order to find out the location of the archive that interests us so much, in order to finally restore justice, it will not take much effort. Of course, it will vary for employees of specific organizations.

Which archive you should return to will also be determined by the jurisdiction of the organization in which you have worked all this time

Table 1. Which archives should employees of organizations at various levels access?

Characteristics of the organization	Archive type
Federal type organization	Federal Archives
Republican type organization	Republican archive
Organization of regional subordination	Regional archive
Organization of regional subordination	Regional archive
Municipality	Municipal archive

To specify the information we are interested in down to the exact address, a citizen can contact the Pension Fund directly, by phone or through a personal visit . There they will tell him which specific archive can provide the information he needs and give the exact address or name of this institution.

To clarify the address of the specific archive that you will need to contact, call or go to the local branch of the Pension Fund, and the employees working in the institution will help you find this information

Please note: unfortunately, this assistance is not the responsibility of the employees of the Pension Fund of our country, therefore, if you receive a refusal from them to help or find out that a particular person cannot help you due to ordinary ignorance, behave politely and simply ask for help from to another specialist.