How to make a duplicate of the workbook: step-by-step instructions, documents and recommendations

The workbook is the main document that confirms the work experience of a person. And with the onset of retirement age gives the right to receive a decent pension. But what if the labor was lost or spoiled for some reason? Is it possible to replace the document, and how to draw up a duplicate of the work book. Let's find out the main aspects of this issue.

Definition

A work record is a personal document that confirms information about the official employment and work experience of a citizen.

All information about this document is set out in art. 66 of the Labor Code. The employment form should reflect the following information about the employee:

1. Personal data.
2. Data on the work performed.
3. Information about transfers, awards and dismissals.
4. Names of documents referenced by all actions.

When a duplicate of the work record is issued, it must correspond to the original and contain all the information that was indicated in the primary copy.

An exception may be cases where the document specified incorrect data or the record can not be restored.

When issued

A duplicate of the book is issued when the use of the original becomes impossible. To such cases carry:

• I lose an employee;
• I lose my employer;
• Damage to the document;
• Incorrect data on dismissal or transfer.

Each of the items has its own characteristics.

If the original is missing, a duplicate is issued instead of the lost work record book. The specifics of the issuance are the employee writing an application for a duplicate, making a payment for a work sheet if the document is lost due to the employee's fault.

In some cases, a person may notice the loss of work not immediately, but after some time after the dismissal and when trying to get a new job. What if the "old" employer does not want to make out a duplicate, referring to the statute of limitations of dismissal? The statute of limitations on issuing duplicate labor documents has not been legislated. Therefore, the employee must insist on issuing a second document or go to court.

How to make a duplicate work book, if the original has become unusable (burned, torn, dirty, wet)? You should make a request for the last job with a request for the issuance of a second document. On the title page of the book there should be a note that it is a duplicate and a note on the issuance of a new form. In the case when records in connection with damage to labor removed or erased, the employee must produce documents that certify the length of service.

If the form is lost by the employer's employer, the work record of the employee can be confirmed by the commission. She must provide documents or their copies, which can confirm information about the profession and work places. If such documents are not available, the commission can draw up an act based on the testimony of several witnesses who know reliable information about the employment of a citizen.

Decor

Any citizen with an official record of service can draw up a duplicate of the work record card, regardless of the reasons for its damage or loss. Duplicate of the blank of the labor is the same official document, possessing legal force, as well as the original document.

Issuance of duplicates can be handled either by the employer or by a person authorized to issue labor, liners and duplicates. Usually it is a personnel officer or an accountant. In rare cases, the secretary (if the company is small).

Documents that are necessary for the issuance of a re-work book are provided by a citizen, but the organization is obligated to assist in every way in obtaining them.

Cost

According to the norms of keeping and storing labor books, a citizen who has lost a work form must inform the employer about this from his last job. At the same time, the head of the organization must give the applicant a duplicate of work not later than 15 days after the writing of the application.

According to the norms established by the legislation, for the duplicate of the work record book, the sample of filling of which must be at the head or authorized person, the organization has the right to charge a fee corresponding to the expenses for the purchase of the blank document.

The fee is not charged only in the following cases:

• At loss by the employer of all labor books as a result of unforeseen circumstances;
• If the title page is not filled in correctly;
• In case of damage, which was not due to the fault of the employee.

Consequently, an organization has the right to charge for the provision of a duplicate from an employee who has already retired or if the employee is to blame for the damage or loss of the document.

Algorithm

Consider the algorithm of how you can draw up a duplicate of the work book. At the same time, the procedure for registration is established by legislative norms:

1. A person who has lost a work form must write a written application to the last organization where the citizen worked or works.
2. The organization on this application collects information about the work experience of a person.
3. An order to issue a duplicate of the work record is signed.
4. The duplicate form is drawn up taking into account the established rules, the information corresponding to the original of the document is entered.
5. The information on the re-issued document is entered in the log of the employment forms.
6. The citizen receives the finished document, having put the signature in the magazine about its receipt.

How to correctly draw up a duplicate of the work record - a sample:

Documentation

To get a duplicate of work, you need to collect and provide a number of documents that could confirm the work of a citizen. If they are not available, the organization can apply to the pension fund with an inquiry about what activities were carried out and during which periods.

In the event of a mass loss of labor, the organization creates a commission that will identify the length of service of the employees by requesting and processing data based on the information provided by them.

How to make a duplicate of work book? To begin with, you should write an application, where you must specify:

• Cause of loss;
• Request for issuance of a second document;
• Date of drawing up, signature of the citizen.

The application can be written by hand or in hard copy. Some organizations hold ready-made forms for writing such statements.

How to make a duplicate of the work record - a sample application:

After the approval and acceptance of the application, the head of the organization must issue an order for the issuance of a duplicate.

The order must:

• Contain the number;
• To contain the basic theses fixing the basis for issuing a duplicate;
• Published only in printed form;
• To be disclosed to the person requesting the duplicate;
• Have the signature of the citizen to whom the duplicate is issued.

If the above requirements are not met, the issuance of a duplicate labor is considered invalid.

To confirm the work experience, the following documents are taken into account:

1. Private bussiness.
2. Orders for hiring, transferring, dismissal.
3. Citizen's certificates.
4. Employment contracts.
5. Payment book.

What information is entered in the duplicate

How to make a duplicate work book correctly? You should start the registration by filling out the title page of the form, which must contain the latest information. This includes:

• Surname, first name and patronymic of the citizen;
• Date of Birth;
• Presence and type of education;
• profession.

The reliability of this data should be documented. Namely, for filling out, a passport and a document on education must be provided.

On the title page is the signature of the citizen receiving the duplicate and the authorized person, as well as the organization's stamp.

Duplicate of work record - a sample of filling the title page:

Next, you need to enter information about the work experience. To do this, in column 3, in the "Work Details" block, you must specify the total length of service. This information is not certified with a seal and a signature.

Then all the columns are filled in order:

• Enrollment Date;
• Information on the position, organization, grounds for dismissal or transfer;
• Information about the document on the basis of which the data is entered.

In the duplicate of work only those records are recorded that are documented. Other information is not recorded. All entries must be made with a blue or black pen, blots, errors or abbreviations are not allowed, in the upper corner of the repeated document is written "Duplicate".

Terms of issue

As it turned out, the entire process of issuing a duplicate begins with the writing of the application. A response from the employer in the form of a duplicate should be received within 15 days from the date of application. The same rule applies to the former employer, to which the employee can apply after dismissal. Here, the law does not provide for periods of limitation.

Some nuances

There are cases when the organization draws up a duplicate of the work form, and after a while the employee finds the original document. In this situation, only one document can have an official status, which is recorded last in the log of the employment forms. Accordingly, it will be a duplicate. The original worker may leave in case you need documentary evidence of work experience in any bodies.

Records in duplicates are certified as follows:

• Data on the experience of an authorized employee does not certify either by signature or seal;
• After entering all information about previous works, the signatures of the authorized person and employee are put, as well as the seal of the company.

Invalid entry

How to make a duplicate of the work record, if the entry in the original is declared invalid? This fact is provided for in paragraph 1.2 of the Instruction. Usually such a record is revealed either after the employee's dismissal, or when he requests a copy of the document. If an error is found, the employee must write an application for a duplicate without a record, which is declared invalid.

Then the repeated document is drawn up according to the same rules as in the other cases. And accordingly, it will not contain records that are recognized as invalid.

If the employee resigned

How to make a duplicate of the work record card if the employee quit?

It should be immediately said that it will be illegal on the part of the employer if he refuses the citizen to issue a duplicate of the labor only on the grounds that he has already resigned, and also can not provide data on the period of work after the dismissal.

The organization is obliged to issue a duplicate on the basis of an application submitted by the employee, regardless of whether he or she works in the company or not. In addition, the law does not provide for such reservations that a citizen is obliged to provide information about the work that was carried out after the dismissal.

A duplicate is issued to such a citizen on general grounds.

Ledger

After the duplicate of the work record book is completed, information about him is entered in the work record journal. Since the second document has the same legal effect as the original, therefore, the rules of its accounting and storage will be the same. The only difference is in the notation "duplicate".

The workbook is an important document that confirms not only the activities of a person, but also is the guarantor of future pension accruals. And even though the law allows you to make out duplicates of lost or damaged originals that have the same legal force, it is better to be careful and circumspect with the original work book. After all, gathering information can take a lot of time, and for some reason some information in general can be lost. Therefore it is important to keep, keep, keep this document carefully.