How to work with documents: contracts, invoices, acts, invoices

The letter designation required for some documents is shown in the table below:

There are a number of regulations that, to one degree or another, regulate the types and legal significance of both identity documents and their codes.

Regulatory regulation

The list of documents proving the identity of a citizen of the Russian Federation is presented in different variations in several regulations, namely:

• in the Law of the Russian Federation “On basic guarantees of electoral rights and the right to participate in a referendum of citizens of the Russian Federation”;
• in the Law of the Russian Federation “On the procedure for leaving the Russian Federation and entering the Russian Federation”
• in Decree No. 1325 of the President of the Russian Federation of November 14, 2002 “On approval of the Regulations on the procedure for considering issues of citizenship of the Russian Federation”;
• in the Law of the Russian Federation “On Civil Status Acts”;
• in Order No. 524 of the Ministry of Industry and Trade of the Russian Federation dated April 15, 2011.

If we analyze all of the above acts and summarize the lists of documents presented in them, then the list of identity documents can be divided into two groups - documents of a citizen of the Russian Federation and documents of a foreign citizen staying or entering the territory of the Russian Federation.

So, the list of documents proving the identity of a citizen of the Russian Federation will be approximately as follows:

• internal passport, including a passport of a citizen of the Russian Federation for citizens living outside the Russian Federation;
• birth certificate;
• general foreign passport;
• diplomatic passport;
• service passport;
• military ID and temporary certificate for persons undergoing military service;
• a special form issued instead of a passport for the period of time necessary to obtain a passport;
• seaman's passport;
• a certificate from a convicted person, suspect or accused, issued in exchange for a confiscated passport.

The list of documents proving the identity of foreign citizens staying or entering the territory of the Russian Federation includes:

• internal or international passport of a foreigner (depending on the border regime with a particular state);
• residence permit in the Russian Federation;
• temporary residence certificate;
• a certificate of refugee status granted in the Russian Federation or a certificate of asylum on the territory of the Russian Federation.

As can be seen from the list, the list of documents is quite diverse, and each document from the list depends to one degree or another on the type of legal relationship for which it was created.

For example, a foreign passport has the purpose of identifying a citizen of the Russian Federation abroad and when crossing the state border, and a sailor’s passport serves to provide documentary support for citizens of the Russian Federation who are at sea.

That is, the same foreign passport or temporary certificate or seafarer’s passport serves different purposes and at the same time are partial equivalents of the main internal document, namely, the internal passport of a citizen of the Russian Federation.

The employer may ask

The list of required documents does not contain direct references to many papers that often have to be presented in practice at the request of the employer. Of course, failure to provide these documents should not lead to denial of employment, and if it does, it can be challenged in court. But it’s worth considering whether to start cooperation with litigation. Moreover, in most cases, the employer’s request for certain documents is not burdensome for the applicant, and is often in his own interests. What can be included in the package of documents for employment, besides the required papers?

1. Application for admission. It will be written by the employee when registering according to the template established in the organization. Sometimes it’s enough just to fill out and sign a standard form with standard details:
   • Full name and position of the employer;

   Full name of the future employee and his address;

2. title of the document – ​​statement;
3. request to be accepted for a specific position in a particular structural unit in a specific organization;
4. Features of employment - part-time, work for a full-time salary or a share of it, part-time, for a certain period, etc.;
5. signature and full name decryption;
6. date of writing.

The job application will be filed in the employee’s personal file, which will be completed by HR officers.

NOTE! The wording of the position indicated in the application (as well as subsequently in the employment contract, work book and other documents) must coincide verbatim with that indicated in the staffing table.

7. Photos (usually they ask for 3 pieces in 3x4 format) will be required for registration of a personal file, employee personal card, work pass, etc.
8. The form is also filled out during the registration process. May be needed for internal use.
9. Certificate of salary from previous place of work . Providing this document in its entirety is in the interests of the applicant, since if he goes on sick leave with minimal work experience in a new place, he may receive increased payments in connection with calculations based on previous earnings.
10. A reference from a previous employer , especially one that presents the applicant in a favorable light, will increase his chances of employment and better working conditions, all other things being equal.

Often, former employers draw up a reference in this form .

11. Additional evidence of qualifications : certificates of relevant courses, certificates of certification, certificate of academic degree, etc.
12. Documents about family composition are sometimes needed for additional guarantees from the employer or to provide the employee with certain benefits (for example, financial assistance, additional leaves, etc.).
13. Any documents that may affect social benefits and compensation calculations:
    pregnancy certificate;
14. certificate of a large family;
15. certificate of presence of young children or close relatives with disabilities;
16. certificate of donation;
17. certificate of work in a radioactive contamination zone;
18. state awards, etc.

Often unreasonably demanded

It is legally prohibited when applying for a job to require documents that are not provided for by the regulations of the Russian Federation: the Labor Code, federal laws, government decrees and presidential decrees. Naturally, it is unlawful to refuse a candidate on the basis of the lack of such documents. However, employers often insist on the mandatory presence and provision of the following during employment:

• TIN – certificate of registration of a citizen as a taxpayer;
• permanent registration (registration) in the region where the employer’s organization is located.

Whether to try to insist on one’s rights and try to fight the system or to agree to the employer’s demands, in each individual case the person decides for himself.

Where two-digit and alphabetic codes are used

The two-digit code of the document type is used, for example, in such forms as:

• certificate of income and tax amounts of an individual 2-NDFL;
• tax return in form 3-NDFL;
• a report on the movement of funds of a resident individual on an account (deposit) in a bank outside the territory of the Russian Federation;
• water tax declaration.

The letter code is used in forms for registration in the compulsory pension insurance system, for example in:

• application form of the insured person in the Pension Fund ADV-1;
• application for exchange of insurance certificate ADV-2;
• request for clarification of ADI-2 information.

When to serve?

Since collecting some documents (for example, medicine and police certificates) takes time, it is recommended to start collecting and preparing them in advance. Minimum 30 working days.

Those who submit documents under a quota also need to take into account that the number of quotas decreases towards the end of the year. Therefore, filing an application earlier gives you a higher chance of receiving a temporary residence permit. Especially in regions where the number of quotas is initially small. It is recommended to submit documents immediately after the New Year holidays.

Basic documents and requirements for them

Currently, the following forms of a single main document - a passport of a citizen of the Russian Federation - are in force on the territory of the Russian Federation:

• passport of the 1997 model, established by Decree 232 of the President of the Russian Federation;
• a passport with USSR citizenship, issued in accordance with the procedure established by law during the existence of the USSR, which, although subject to replacement, is a full equivalent of a 1997 model passport. The fact is that the Law on Citizenship of the Russian Federation does not provide for a limitation on the validity of a passport depending on its form;
• passport of a citizen of the Russian Federation, issued in accordance with the procedure established by law and valid until July 1, 2002.

It should be clarified that the validity of a passport, regardless of its form, depends on two factors, namely:

• absence of entries or marks not provided for by law in the passport;
• degree of safety and readability of the passport.

A damaged passport, as well as a passport containing unknown entries, will be considered invalid.

Equated for a certain period in legal significance to the passport of a citizen of the Russian Federation:

• seafarer's identity card. Thus, a sailor’s passport is equally valid within the Russian Federation and is equivalent to a foreign passport abroad in accordance with Resolution No. 628 of the Government of the Russian Federation dated August 18, 2008;
• birth certificate for children under 14 years of age, in accordance with the Law of the Russian Federation “On Civil Status Acts”;
• military identification card for officers, warrant officers and midshipmen of the fleet in military service;
• military ID issued to soldiers, sergeants and foremen of conscript service or contract employees;
• certificates of form No. 2P, issued for the period of registration of the passport.

Where to contact

There are three options:

• contact the migration division of the Ministry of Internal Affairs ;
• apply for a passport through “My Documents” (MFC) ;
• submit an application through State Services .

For 2021, applications through the State Services website are not accepted in case of obtaining a passport upon reaching 14 years of age and upon acquiring Russian citizenship. Such applicants need to contact only the Ministry of Internal Affairs or the MFC.

State duty amount

300 rubles for the service . Exceptions are situations where the passport has been damaged (for example, torn, spilled with a drink), stolen, or lost. In these cases, the state duty will be many times higher - 1,500 rubles .

Documents of foreigners

Foreign citizens staying or entering the territory of the Russian Federation must have one of the following documents:

• an international passport of your country. For citizens of states that have a simplified border crossing regime with the Russian Federation, an internal passport is sufficient;
• an international diplomatic passport, if the activities of a foreign citizen are related to a diplomatic or consular mission;
• a passport of a citizen of the USSR if the foreigner is a citizen of one of the republics of the former USSR and legally resides in the territory of the Russian Federation;
• temporary residence permit on the territory of the Russian Federation;
• residence permit in the Russian Federation;
• a certificate confirming refugee status or granting asylum on the territory of the Russian Federation.

What is a tax deduction

Every taxpayer who receives income and pays personal income tax at a rate of 13% has the right to claim preferential compensation in the event of certain expenses.
A deduction is the amount of benefit by which a citizen’s tax base is reduced. It is issued only by those citizens who are residents of the Russian Federation and receive income subject to personal income tax. All earnings that are subject to taxation as a general rule are reduced by the amount of the annual income tax. The result will be a reduced tax base. Citizens also have the right to submit an application to the territorial Federal Tax Service for compensation for the share of overpaid personal income tax.

A citizen has the right to receive a benefit both through material compensation from the territorial Federal Tax Service and from the employer by providing the necessary documents for a tax refund and an application for processing a refund. Often the list of documents includes various kinds of confirmation registers - various certificates and notifications.

Only residents of the Russian Federation receive the benefit, whose income is taxed at a rate of 13%. Those employees who are exempt from paying taxes or pay personal income tax at other rates (for example, 6%, 9%, 15%, 30%) do not have the right to draw up deductions for the reporting year.

Regulates the rules for returning money to citizens of the Tax Code of the Russian Federation.

Is a driver's license an identity document?

Purely legally, a driver's license is only a document confirming the right of its holder to drive a vehicle.

However, in accordance with the Decree of the State Committee for Personal Injury 06-1016 of the Armed Forces of the Russian Federation, a driver’s license has a dual function, namely:

• confirmation of the right to drive a vehicle;
• Confirmation of the identity of the driver's license holder.

However, there are a number of departmental restrictions on the civil circulation of a driver’s license.

For example, in accordance with the Regulations of the Central Bank of the Russian Federation, acts of the Ministry of Foreign Affairs and the Ministry of Internal Affairs of the Russian Federation, any banking transactions using a driver’s license are excluded.

How to lead correctly

It will not be possible to create a folder once and forever. It is recommended to update the information promptly. This can only be done upon written request from the employee. The personnel officer has no right to make any adjustments on his own initiative.

The HR department has the right to issue the folder to anyone only on the order of the manager. Moreover, this also applies to the person to whom it is instituted. An employee has the right to familiarize himself with the materials at any time, but he cannot take them outside the office without the appropriate permission from management.

Non-identity documents

Any documents issued in connection with the professional or other activities of a citizen are not considered identification documents, for example:

• student cards and grade books;
• pension certificates, certificates of disability, certificates of a veteran, disabled person, honorary donor;
• work books;
• international passports;
• marriage and divorce certificates;
• professional certificates, for example, certificates of a lawyer, FSB employee, police officer, civil servant or member of the Russian Academy of Sciences.

The following also cannot serve as identification:

• copies of passports, including those certified by a notary;
• certificates of release. The limit of their validity is submission to the passport office to obtain the main document.

Going to work for the first time in my life

If a citizen was not officially employed, then his first employer has the right to require only an identity card from him. A diploma and military ID will be needed only in cases where the job requires special training and the applicant himself is liable for military service. The remaining documents will be prepared for the employee by the employer after the conclusion of the employment contract:

• work book – within 5 days after employment;
• SNILS - within several weeks required to issue the card (up to a month).

IMPORTANT! Recommendations for preparing a primary work record in 2020 from ConsultantPlus are available here .

Which medical specialists do you need to go through?

The main thing is the opinion of the therapist (general practitioner), and this, in turn, may require the opinions of other doctors. Different medical institutions have a different list, the “minimum” is a visit to:

• ophthalmologist;
• narcologist;
• psychologist.

Sometimes they also ask to make an appointment with:

• surgeon;
• ENT;
• neurologist.

An ECG and, as an additional study, an EEG may also be prescribed.

It should be noted that drivers must take responsibility for their own health and conscientiously undergo a medical examination. This protects against accidents on the road that occur due to various types of diseases.

Features of filling out an application

There is another more progressive way to fill out the form that does not require standing in line. To do this, you must register on the State Services website and submit an application electronically. All fields are completely similar, so filling them out will not be difficult. The advantage is that you can set an exact date and time when to come for the exam at the traffic police with the originals. This saves resources significantly.

When entering your personal data, be careful to ensure that it is accurate. Otherwise, the documentation will not be accepted.

What documents are needed to obtain a license: sample and application form

This is what the standard form looks like:

If you decide to print it or take a sheet from the department, you can see that the printed part is located on two sides. However, the applicant fills out only the front form. The return information will be entered by the inspectors.

What information will be required to fill out:

• details of the institution to which the motorist applies;
• personal information – last name, first name and patronymic (if available), date of birth, and place of residence;
• passport data – series and number, date of issue and department where the passport was issued;
• main text unchanged. It is important to emphasize in it the reason why the temporary residence permit is issued. This may be a replacement or completion of preparatory courses;
• a listing of what documents are required to obtain a driver’s license and are attached to the application;
• the name of the educational institution where the driver takes driving courses;
• vehicle category;
• signature with transcript, date of application.

Additionally, there is a space at the bottom of the page that is filled in by the traffic police officer when accepting the appeal.

A sample form for downloading is here.