Employees are not required to submit a work book when hiring. Instead, they can provide their new employer with information about their work activity from the register of insured persons of the State Register of Compulsory State Social Insurance.
Is it mandatory to have a paper work book when hiring
Since 2021, work books have ceased to be mandatory. Today, the employee’s work activity is recorded electronically in the register of insured persons.
Therefore, employees are not required to submit a work book when hiring. Instead, a person can provide their new employer with information about their work activity from the register of insured persons of the State Register of Compulsory State Social Insurance. You can obtain information through:
Diya portal;
Pension Fund office.
How to get a duplicate of a paper work book
A person who has lost a work book is obliged to immediately report this to the employer at the place of last work.
No later than 15 days after the application, and in case of complications at other times, the employer issues the employee another work book with the inscription Duplicate in the upper right corner of the first page.
If the employee has already worked before being employed at this enterprise, then when filling out a duplicate of the work book in the Information on work section in column 3, an entry is first made about his total length of service before being employed at this enterprise, which is confirmed by documents.
Can a duplicate of the work book be issued at a new place of work
Yes, in accordance with clause 5.6 of the Instructions on the procedure for maintaining work books of employees (hereinafter referred to as the Instructions) they can, if there is no access to the employee’s work book due to an emergency situation or the conduct of the ATO in the territory where the employee worked.
In this case, a duplicate is issued based on the employee’s application and the information received in writing from the headquarters for liquidation of the consequences of an emergency situation about the occurrence of an emergency situation or the Anti-Terrorist Center under the SBU about the conduct of an ATO in the territory where the employee worked, which is provided in an arbitrary form.
Restoration of a work book during martial law
The Instruction does not contain separate provisions on the restoration of work books lost in the combat zone during martial law.
Therefore, if it is impossible to collect the documents necessary for the restoration of a work book (issuance of a duplicate) due to combat operations, then during employment it is recommended to be guided by the provisions of clause 5.6 of the Instruction by analogy – to apply for the issuance of a duplicate of the work book at the new place of work.
