Global Compliance Desk – Russia
New Law on Electronic Work Books – Russia
Law designed to adopt electronic employment record books has been proposed by the Russian Ministry of labor. The bill No. 748684-7, introduced as an amendment to the Labor Code of the Russian Federation, proposes to transfer employment data into digital format.
Employers are required to maintain employees’ employment history in electronic form starting from January 1, 2021.
In accordance with Article 66 of the Labor Code, the employer shall maintain workbooks for each employee. The electronic labor workbook shall contain information on the labor activity and work experience of an employee.
An electronic workbook shall include the following list of information that was previously recorded in a paper workbook:
- Place of work;
- Periods of work;
- Position (specialty, profession);
- Qualification (rank, class, category, skill level);
- Dates of admission, dismissal, transfer to another job;
- Grounds for termination of the employment contract.
Transition to Electronic Records
From January 1, 2020, employers have to submit monthly information to the PFR[Pension Fund of Russia] on labor activity, on the basis of which electronic workbooks of Russians will be formed. Further starting from January 1, 2020 employee can file an application to employer requesting to maintain its employment record book in paper form. Otherwise, the employer will provide the employee with its employment record book and thus be excused from liability for record book storage starting from January 1, 2020.
Starting from January 1, 2021, employees’ employment history is maintained in electronic form only. In cases of employment or dismissal, information on employment should be submitted by the employing organization to the Financial Intelligence Unit (FIU) no later than the business day following the day the document is issued, which is the basis for the employment or dismissal.
The Draft law proposes to completely abandon the maintenance of employment record books in a paper form starting from January 1, 2027.
If necessary, employers will have to amend local regulations governing the organization, make amendments to agreements and collective agreements, and adjust the procedure for conducting personnel workflows to bring about this transition.