Receipt confirming receipt of the work book from the employee. Receipt of receipt of the work book in hand. Application for extradition

Since storage of work records is the responsibility of the employer, he can issue this document to an employee only in two cases provided for by law - upon dismissal or to issue a pension to a continuing employee. But in any case, in 2016, the employee will be required to sign a receipt for the work book, which relieves the employer of responsibility for its safety.

From the article you will learn:

• Why is a receipt for receiving a work book required?
• In what cases is a receipt for receipt of a work book drawn up?
• How to issue a receipt for receiving a work book in hand.

Why do you need a receipt to receive a work book in 2016?

The work book is the main document confirming the length of service calculated when calculating the labor pension. And, like any document - the basis for monetary payments, it must be maintained and stored in strict accordance with the procedure established by law. The rules for maintaining and storing work books, producing work book forms and providing them to employers are regulated by the normative act of the same name, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 (hereinafter referred to as the Rules).

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Encyclopedia on registration of turnkey work books from the Personnel System.

In accordance with the law, storage of employees’ work records is the responsibility of the employer with whom they have concluded employment contracts at their main place of work. These documents, which are strict reporting forms, must be stored in a specially designated room or, if there are few of them, in a separate safe, and registered in a special accounting journal. Personal responsibility for their safety lies with the employer and the personnel employee, whose responsibilities for recording and storing work books are included in the order. That is why it is necessary to prepare a document such as a receipt for receiving a work book - in order to accurately determine the moment of transfer of responsibility from the manager and personnel officer to the employee.

Issuance of a work book to an employee is permitted by law only in two cases: if the employee is dismissed (clause 41 of the Rules) and if he needs to receive social benefits, to confirm the right to which he will need to provide information about his length of service (Article 62 of the Labor Code of the Russian Federation). In each of these cases, he must provide the employer with a receipt confirming the issuance of this document and relieving the employer of responsibility for its safety forever or for a certain period of time.

A receipt for receipt of a work book in 2016 (no matter whether it was drawn up personally by the employee, his relative or authorized representative) must be written in legible handwriting and contain the following details:

• full name of the document (“Receipt for receipt of work book”);
• place and date of document preparation;
• last name, first name and patronymic of the recipient, his passport details, permanent registration address;
• name and details of documents confirming the degree of relationship or authority of the authorized person (if the work book is issued to a relative or authorized person);
• a proposal containing clear wording that the work book has been received, indicating its series and number;
• the reason why you need to obtain a work book;
• signature of the recipient of the document and its transcript.

Cases when a receipt for receiving a work book is drawn up

However, in practice, guided by their internal documents, some organizations require citizens to submit original work books confirming their existing work experience when preparing documents. Therefore, in addition to cases of registration of social benefits, an employee’s work book (necessarily with a receipt for its receipt!) may be required:

• for calculating a pension if the employee wants to continue working after reaching retirement age;
• when obtaining a foreign passport and work visas to some foreign countries;
• when applying for a large bank loan.

Receipt for receiving the work book in hand

The original work record book has a higher degree of protection than any copy, which is why such not entirely legal requirements are established. The personnel service of the enterprise has to meet the employees halfway and give them the originals of the employment documents against receipt.

The legislation does not regulate either the form or the text of the receipt for receipt of the work book, but the presence of the above details in it will indicate not only the fact that the employer handed over the work book to the employee, but also that he received it of his own free will within the specified period . It is the presence of details that makes the receipt of the work book in hand in 2016 an official, legally significant document. In the event of a trial, this document will be unambiguous evidence that the employee has assumed responsibility for its safety during the period of issue.

When the employee returns the document to the personnel service, the receipt for receipt of the work book must be destroyed. An appropriate entry must also be made in the work record book indicating that the work record book was returned in proper form.

Sample receipt for receiving a work book in hand:

to CEO

LLC "April"

Ivanov I.I.

RECEIPT FOR RECEIPT OF EMPLOYMENT CARD

I, Petrov Petr Petrovich (passport seriesXXnumberXXXXXX, issued by ХХХХ, residing at the address: ХХХХХХ), working as an engineer in the design department, I hereby confirm receipt of a duly executed work book of the TK-series from the HR department of April LLCXX numberXXXXXX.

Purpose of issuing a work book: for presentation to the OVIR for registration of a foreign passport. Issue period: 2 calendar days from 06/1/2016 to 06/2/2016.

06/01/2016 Signature I. O. Last name

Attached files

• Employee's application for issuance of a work book (form).doc

Available to subscribers only

• Employee's application for issuance of a work book (sample).doc

A work book is a document of strict accountability that must be kept at the enterprise during the entire period of work, and the procedure for issuing it is strictly regulated. Upon dismissal, the document is given to the employee. It is very simple to write a sample receipt for receiving a work book upon dismissal; as a result, any controversial situations regarding this issue can be eliminated.

For each strict reporting document, the enterprise has developed regulations for its issuance. Article 84.1 (according to the Labor Code of the Russian Federation) regulates the issuance of a book to an employee upon dismissal. According to the prescribed provisions, an employee has the right to receive a document certifying his activities. The enterprise is required to issue it on the last working day, which, according to law, is considered the moment of dismissal.

The employee can pick up the work document later; the storage of the document is ensured by the organization. The rules for issuing are prescribed in the Labor Code of the Russian Federation (Article 84.1), and by the Government Decree of the Russian Federation (No. 225 of April 16, 2003). A step-by-step procedure is regulated:

The employee must be familiar with all records made during the entire period of work, which must be supported by the seal of the enterprise. At the initiative of the personnel service, an additional act of document transfer may be drawn up. The employee signs a receipt.

Application for extradition

A separate document, except for a certificate of receipt of a work book as a result of dismissal, is not written by the employee . But such a statement may be needed in several cases:

If the employee is absent on the day of his dismissal, the book is given by the employer no later than 3 days from the date of application. If it is impossible to pick up the document in person, it can be sent by mail (only if there is an application with such a request from the employee himself), or given under a notarized power of attorney.

The certificate of receipt of the book is written by the employee himself by hand. There is no strictly established form for its preparation. The sample: “I received a work book and have no complaints” can be printed as a template, then it is enough to enter a signature and date. But most often they require you to write it manually. It is important that the receipt contains the following items:

1. Business name.
2. The position and full name of the employee with his passport details, place of residence or registration. When received by proxy, the certificate form is indicated with the date and place of issue.
3. Document's name.
4. Circumstances for issuance, the basic wording according to the example: “I received the work book in my hands, I have no complaints” with the obligatory indication of the number and identification characteristics of the document.
5. Date and signature of the recipient - employee.
6. Indication of the position, initials and signature of the personnel officer of the enterprise responsible for issuing.

Often, as a kind of receipt of receipt of a document, the personnel service uses a journal of the movement of books, where the fact of issue is recorded, the date, reason, and signature of the recipient employee are indicated.

Sample certificate of receipt

It is important to draw up the receipt without corrections, significant violations, in clear handwriting or printed font, only in this case it is recognized as valid. It is best, of course, to write by hand, since in case of any disagreement, a graphological examination of the authenticity of the certificate may be ordered. A receipt is drawn up in a single copy, which remains at the enterprise. The personnel employee places it in the employee’s personal file, which is being prepared for filing in the archives.

Professionals recommend, in addition, that you attach to the receipt a copy of each page of the issued book, certified by the seal of the operating enterprise. If it is necessary to issue a duplicate due to the loss of the original, such a copy will become a real “lifesaver”.

In some situations, an employee may need to receive his work book in hand. To do this, he will have to write an application for the issuance of a work book. When the book is received, you will need to write a receipt.

Application for issuance of a work book (sample)

Before you begin to compile this application, you should contact the organization's personnel service and find out if there are any instructions for filling it out. The legislation does not establish a specific form, but individual companies may have special rules.

If no special rules are provided, the application for the issuance of a work book is drawn up according to the general rules:

• the application must be written on an A4 sheet;
• in the upper right corner indicate the name of the company, as well as the surname and initials of the manager;
• in the same column you need to write down your position, as well as your last name and initials;
• in the middle of the sheet write the word “statement” in capital letters;
• after this you need to indicate the reason why the work book was required;
• at the end you need to put your signature and date;
• After the HR employee accepts the application, they put the company stamp on it.

It is worth noting that the application must not contain any errors. Both handwriting and printing on a computer are allowed.

A sample application for the issuance of a work book is presented below:

Receipt for receipt of work book (sample)

A receipt for receipt of a work book in hand, just like an application, does not have a legally approved form. However, it must include the following information:

• Company name;
• the position held by the employee, as well as his last name and initials;
• title of the document in capital letters: “receipt”;
• the reason why the receipt is issued;
• the date the document was drawn up;
• the circumstances that served as the basis for extradition;
• signature of the employee to whom the book was issued;
• position, surname and initials, as well as the signature of the personnel specialist.

A sample receipt for receiving a work book is presented below:

Cases when a book may be required

The original work record book may be required to be submitted to the Pension Fund to apply for an old-age pension. The period of use of the original is limited. The employee only has three days to use it. After this, it must be immediately returned to the employer. The legislation does not provide any grounds for extending this period.

There are also other cases when a work book may be needed:

• obtaining a loan from a credit institution;
• registration of a foreign passport;
• receiving government subsidies;
• admission to university via correspondence.

However, in these situations, the employer does not issue the original book, but its certified copy. You can read more about why a copy of the work permit may be needed, as well as the procedure for its certification, in.

Step-by-step instructions for obtaining a book

What should an employer do if an employee does not return the book?

As practice has shown, quite often there are unscrupulous employees who do not return work books.

The employer has the right to file a claim in court by presenting a receipt, as well as an entry in the accounting journal. In such a situation, the employer will win the case without any problems, and the unscrupulous employee will receive a fine and be fired.

Deduction for book from salary

Employers have the right to withhold money from wages due to non-return of a book only by a court decision. The employer himself does not have the right to calculate the amount of deductions.

Therefore, if an employee does not want to return the work book, he should immediately go to court.

A work record book is a significant document that is necessary for all working citizens to certify the duration of work and experience in a certain field.

If a person loses it, it can take a lot of time to recover. Therefore, it is best to keep control of where the paper is. In this article we will dwell in detail on issues related to the receipt of a work book in hand upon dismissal, and will also provide a sample of its writing.

The current legislation establishes a rule according to which the employer must issue a work permit to the employee in two cases:

• Dismissal.
• Compulsory social insurance.

Each enterprise has an authorized employee who maintains and is responsible for the safety of such forms. Due to the fact that such a person is personally liable, he does not have the right to simply give them to any employee.

It is in this case that a corresponding receipt is drawn up, which indicates that the paper was issued to the employee upon dismissal.

What the law says

According to current legislation, the document is kept by the employer. So, if you look at it in more detail, it is a strict reporting form and must be located in a specialized place.

Responsibility for storing and issuing official paper rests with an employee of the HR department, who is appointed by order of the head of the enterprise. According to established rules, only this employee has access to such forms.

Information on how to properly maintain and store paper is contained in certain regulations, which you can see below. So, for those who are interested in the steam side of the issue, all the provisions of interest can be found in:

• Labor Code of the country;
• dated April 16, 2003, which is entirely devoted to all issues related to work books.

Rules for writing a receipt

If you have a desire to learn how to correctly draw up a receipt for receiving a work book upon dismissal, however, you did not find a sample at your place of work, it is quite possible to draw it up in free form.

• The paper is written in a simple form by hand on a blank sheet of paper or company letterhead. In addition, it can be printed on a computer; however, this option is not the best, since if controversial situations arise, it will be problematic to prove that it was compiled by a specific person.
• The paper is compiled without corrections or errors. Any corrections are not welcome and if any occur, it is worth rewriting it.
• The text should consist of the following information:
  – name of the enterprise;
  – place and date of compilation;
  – Full name of the person who writes the receipt, passport information.
  In the case when it is received by proxy, a note is made about this, and it is also mandatory to indicate who exactly is taking the document.
• Afterwards, you must indicate the document number and other characteristics that identify it. It is very important to indicate why the person is taking the document.
• At the end, the person must put his signature, and it should be as identical as possible to the one in the passport. In addition, the person who accepts the paper must also sign. Also, copies of all sheets of the book must be attached to it, which must be certified with the seal of the enterprise and the signature of an employee of the personnel department. All this must be done so that if the owner loses his book with records of work, its information can be restored.

From the moment of employment until the day of dismissal, the work book is stored in the personnel department or in the accounting department of the enterprise. Responsibility for its safety lies with the employer. Therefore, in cases where an employee needs an original document, a receipt is issued confirming receipt of the work book in hand. We will tell you in the article how to issue a work book against receipt.

What does the law say?

Information on maintenance and storage rules is contained in the following regulatory documents:

According to the Resolution, the document on experience is a strict reporting form. It should be kept in the department of the enterprise that is responsible for documenting the hiring and dismissal of employees. And responsibility for maintaining, storing and issuing lies with a specialist from the HR department appointed by order of the employer. According to the rules, only this specialist has the right to access the forms.

In what cases is extradition possible?

According to the rules, the form can be handed over to an employee only in the following cases:

for submission to government organizations for the purpose of processing social benefits (Article 62 of the Labor Code of the Russian Federation).

When issuing the original, it is necessary to take from the employee a document confirming receipt of the form in hand. This protects the employer from liability for storage while it was in the employee's possession.

In all other cases, the employer, if necessary, provides the employee with a certified copy (Article 62 of the Labor Code of the Russian Federation and in).

Rules for drawing up receipts

When handing over the original to an employee of the enterprise, under any circumstances, it is necessary to make copies of each page. You also need to receive from him a document in which the employee confirms receipt of the form in hand.

It should contain the following information:

Date of preparation;

text that must contain the details of the document requested for issuance;

the reason why the employee is asking for the form;

the period during which the employee undertakes to return the book (three days)

employee signature and signature transcript.

It does not have a unified form.

What does a receipt for receiving a work book look like, sample:

Form of receipt of receipt of the work book in hand for presentation to the Pension Fund of the Russian Federation

The form is issued for a certain period, which is negotiated with the HR department employee. Upon completion of work with the document, it must be returned to the HR department of the enterprise within three days. After the original is returned to the HR department, the receipt is canceled and transferred for storage. To confirm the return, the employee draws up a receipt for the return of the work book. Sample:

Receipt for work book by relatives

It is also necessary if an employee has died and the form must be issued to the relatives of the deceased based on an application. In this situation, copies of certificates confirming family ties with the deceased employee must be attached to the above document. It indicates the details of the relative to whom the form will be issued. How is a receipt for taking a work book issued? Sample.