The REGES-Online extract: how employees get it and when employers must issue it

An employee who applies for a loan, prepares a pension file, registers for unemployment benefit or moves to another employer will sooner or later need proof of their employment history. Until recently, that proof meant a written request to HR or to the territorial labour inspectorate (ITM) and a waiting period. Today, the history held in the employee register can be downloaded directly by the employee, from REGES-Online, in the form of an extract.

For the employer, this changes two things. You no longer control the moment the document reaches the employee, and any mistake in the register shows up, unaltered, in the extract the person is holding. Below you’ll find what the extract is, what the law says about it, how the employee gets it, when the employer must issue it, what it contains (and what it doesn’t), when it is valid on paper and what to do when the data is wrong.

What the extract is and what it is used for

The extract is a document generated by the REGES-Online platform from the data the employer has submitted: the employee’s contracts, position, working time, the base salary in the contract, suspensions and termination. In other words, it is the history of the employment relationship as it appears in the register the employer fills in on the platform of the Labour Inspectorate (Inspecția Muncii), not a statement the company writes specially for the employee.

The law recognises it as proof of length of service (art. 34 para. (5²) of the Labour Code), so it can be useful, for example, for a pension or unemployment benefit file, with a new employer, or as a personal check that the employee was declared correctly. Each institution decides which documents it accepts, so ask it beforehand. The documents actually required for each file are covered in the guides to the documents in a pension file and to unemployment benefit.

What the law says, in brief

Act	What it says about the extract
Labour Code, art. 34 para. (5)	At the request of an employee or a former employee, the employer issues a document certifying the activity carried out, its duration, the salary, and the length of service in work, in the trade and in the specialty.
Labour Code, art. 34 paras. (5¹) and (5²)	The register is accessible online to employees and former employees, for the data that concerns them: viewing, downloading, printing and generating an extract online. Length of service can also be proven with the extract, under conditions set by government decision.
HG 1164/2022 (procedure in the annex, art. 5)	Length of service in work or in the specialty can be proven with the extract generated online, if the employer stands behind it with a handwritten signature or a qualified electronic signature. The procedure applies from 31 December 2024.
HG 295/2025, art. 8 paras. (6) and (7)	When the employee’s activity ends, the employer issues a certificate and an extract from the register, certified by signature. On written request, the certificate is issued within 15 working days at most.
Order no. 1107/2025 of the labour minister (procedure in the annex, points 14, 19 and 20)	How employees authenticate in the application, where they can get extracts and how employers get them.

Taken together, the four acts complement each other: the Labour Code grants the right, HG 1164/2022 says when the extract proves length of service, HG 295/2025 sets the employer’s obligations, and the order sets out the practical ways to obtain it. Pay attention, though, to the status of art. 8 of HG 295/2025, discussed below.

How the employee gets the extract on their own

The account is tied to the employee’s personal identification number (CNP), not to a company. Order no. 1107/2025 provides three ways of individual access:

• ROeID, the digital identity provided by the Authority for the Digitalisation of Romania. The portal recommends it for users in Romania, and the account is authorised automatically;
• a qualified digital certificate (qualified electronic signature);
• an account activation request approved by the ITM at the counter, after visual identification and verification of the ID card.

The official portal also mentions eIDAS authentication, for citizens of other EU states, and e-mail with password, for accounts already activated. An account activated at the counter can only be used in the employee application, not in the Employer application.

Once you have the account, the steps are the same for any employer in your history:

1. Go to reges.inspectiamuncii.ro, to the “Registrul pentru salariați” (register for employees) section, or open the mobile app “Salariat”.
2. Log in. The first page lists the employers registered in REGES for your CNP.
3. Press “Solicită extras” (request extract) next to the employer you want, or choose “Solicită extras registru” from the menu.
4. Choose the type: an individual extract (your history with one company) or a consolidated extract (the contracts registered in 2006–2011 or 2011–present). Available formats: PDF, XLSX, CSV.
5. Optionally, tick “Semnează electronic” (sign electronically) and, for the individual extract only, “Nu afișa salariul” (don’t show salary). You must tick the declaration on your own responsibility that you are the person with that CNP, under art. 326 of the Criminal Code (false statements).
6. The request appears under “Status solicitări și sesizări” (status of requests and notifications), where you open, download or print the extract.

There are other routes, listed in the order: the Info Kiosk at the ITM office (the portal also has an “Extras fără cont la Infokiosk” option, an extract without an account), the employer and, only if the employee has no technical possibility of accessing REGES-Online, the ITM. The official portal presents the employee’s access to the information in the register as free of charge.

When the employer must issue it

The rules depend on when the document is requested:

• When the activity ends (resignation, dismissal, expiry of the contract, etc.), the employer gives the employee a certificate and an extract from the register, certified by signature — art. 8 para. (6) of HG 295/2025. The decision does not set a separate deadline for the extract. As a practical rule, generate the extract after you have submitted the termination to the register (at the latest on the date of termination or on the date you became aware of the event that caused it), so that it includes it, and hand it over together with the certificate. The full list of documents due at departure is in the article on documents at termination of the contract.
• On written request, the employer issues a certificate attesting the activity, its duration, the salary, and the length of service in work and in the specialty, “as it results from the Register and from the personal file”, within 15 working days at most — art. 8 para. (7). The same deadline applies to copies of documents from the personal file, certified as true copies (paras. 4 and 5). The difference between the certificate and the extract is explained below; for the content of certificates, see also the guide to the employee certificate and the free template (a document in Romanian).
• If the company is in insolvency, bankruptcy or liquidation, the judicial administrator or liquidator issues the document attesting the activity within 60 calendar days at most and submits the termination of the contracts to the register — art. 34 para. (6¹) of the Labour Code.

How to generate the extract as an employer

From the employer account, in “Registrul pentru Angajatori” (register for employers), choose Extrase → Salariat (Extracts → Employee). You find the employee by surname, first name, CNP (or NIF), date of birth or place of birth; the list shows 10 employees at most, in alphabetical order. The report can be exported as PDF, Excel or CSV and, optionally, signed electronically before download. The document is generated by the person designated by written decision or by the provider you have delegated access to; how delegation works is in the guide to delegating access in REGES.

The status of art. 8 of HG 295/2025

According to reports in the legal and business press, art. 8 of HG 295/2025 (the personal file and the documents issued to the employee) was annulled by the Bucharest Court of Appeal, and the Constanța Court of Appeal annulled the entire decision (judgment no. 83/2026 of 2 April 2026). Both rulings are not final, and in the Constanța case the request to suspend the applicability of the decision was rejected. The REGES portal still lists the decision among the applicable acts. The timeline is in the article on the court annulment of HG 295/2025.

What this means for the extract: the obligation to issue a document attesting the activity also follows directly from art. 34 para. (5) of the Labour Code, which is not being challenged. The 15-working-day deadline, on the other hand, comes from art. 8. The prudent course is to keep the 15 working days as your internal standard, whatever happens in the case.

What you risk if you don’t comply

HG 295/2025 penalises, through art. 9 and on the findings of labour inspectors:

Breach	Fine
Breaching the obligations in art. 8 paras. (4)-(8): copies from the file, certificate, extract at termination	3,000–5,000 lei
Filling in the register with erroneous or incomplete data	3,000–6,000 lei

The amounts are those in the current form of the decision; a final annulment of art. 8 or of the whole decision would change the penalty framework, so check the current form before relying on the figures.

What the extract contains and what it doesn’t

The official guide to the Employer application describes the “Extras salariat” (employee extract) report as follows:

• the employee’s identification data;
• information about the individual employment contract: number, date, duration, working time, COR code, salary;
• length of service in the specialty, according to COR;
• suspensions and secondments, if any;
• the log of entries in the system, in the order in which they took effect;
• the employer’s identification data.

The individual extract generated by the employee starts from the same register and can hide the salary fields, at the employee’s choice.

The limits matter as much as the list above:

1. It reflects only what the employer declared. The official guide to the Employer application says explicitly that the report contains exclusively the information submitted by the employer. What was not submitted, was submitted late or was submitted wrongly appears exactly like that.
2. It doesn’t cover every period. REGES-Online shows the data submitted through the Labour Inspectorate’s platforms: 2006–2011 and 2011–present, if it was submitted at the time. Older or never-submitted periods may exist only on paper, for example in the employment record book (carnet de muncă); for these, the portal’s FAQ sends the employee to the employer or to the ITM to reconstruct the history.
3. It shows the contract terms, not the income received. The register holds the gross monthly base salary, allowances, bonuses and additions “as provided for in the individual employment contract or, where applicable, in the collective labour agreement” (art. 4 para. 2 letter j of HG 295/2025). It doesn’t show what the employee actually received, month by month — for that you need an income certificate drawn up from payroll data.

Extract or certificate?

	Extract from REGES-Online	Certificate (adeverință)
Who issues it	The Labour Inspectorate’s platform, from the data submitted by the employer	The employer
What it is based on	The register only	The register and the personal file (art. 8 para. 7)
Who can obtain it	The employee, on their own, or the employer	The employee or former employee, from the employer (on written request or at termination)
What it is for	Proof of contract history and, when the employer stands behind it, of length of service	What the recipient asks for: employee status, length of service, income over a period, etc.

The law recognises the extract as proof of length of service, but a particular institution may ask, besides it, for a certificate in its own format. Ask it beforehand which document it accepts.

When the extract is valid: electronic or printed

The official sources are clear about validity:

• an extract generated with the “Semnează electronic” option carries the Labour Inspectorate’s electronic seal, valid in electronic format only;
• printed, the extract is valid only if accompanied by the handwritten signature of the employer or of an ITM representative (a note from the official guide to the Employer application);
• for proof of length of service, HG 1164/2022 requires the employer to stand behind the extract with a handwritten signature or a qualified electronic signature.

In short: if a former employee asks you to sign the extract, it’s not a whim. Without your signature, the printed copy cannot prove length of service under HG 1164/2022.

Wrong data in the extract: who corrects it and how

The employee is usually the first to see the mistake, but can’t fix it alone. Next to each active employer, the application has the “Notifică” (notify) button, through which they send a correction request. The button works only for employers that are active on the platform. The Labour Inspectorate administers the database but cannot intervene in data filled in exclusively by employers (art. 6 of HG 295/2025) — the correction is made by the employer.

As an employer, you have a few benchmarks:

• You correct on the date you learn of the error — art. 5 para. (8) of HG 295/2025. A notification from the employee may be the moment you are deemed to have learned of the error, so check the data against the documents in the file straight away. If the error is confirmed, you correct it without delay.
• You use the correction functions in the application: correcting an entry in the history, adding a change or a suspension with retroactive effect. The portal’s FAQ specifies that the data entered must match the supporting documents exactly (decisions, addenda). If the error comes from a salary change that was never formalised, first conclude the addendum to the contract, then align the register.
• You are responsible, even if your accountant does the submitting. Responsibility for filling in, submitting and the accuracy of the data submitted rests exclusively with the employer (art. 3 paras. 11 and 12), including when you have contracted a provider.

A former employee whose employer is no longer active on the platform doesn’t have the “Notifică” button. The application’s guide doesn’t describe an automatic route for such situations; the steps depend on the case (ITM, courts), so specialist advice is worthwhile.

What has changed compared to Revisal

• Before, the employee obtained their history from the employer or, on written request, from the ITM. Until the online system went live, HG 1164/2022 required the ITM to issue the extract within 15 days at most, for a fee.
• Now, the employee generates it themselves, from their own account. The ITM steps in only if the person has no technical possibility of access. The right of online access comes from Law no. 144/2022, which supplemented art. 34 of the Labour Code.
• The transition from Revisal was extended by Government Emergency Ordinance no. 46/2025 to 31 December 2025. Since then, records have been kept exclusively in REGES-Online. What you have to submit and by when, in brief, is in the general guide to REGES.
• For the employer, the register is no longer a file that only the inspector sees. It is a source the employee sees too, at any time, with their CNP.

Employer checklist

1. Check in REGES that each new contract appears before the first day of work — the deadline is the day before the activity starts.
2. On termination, submit the termination on time, generate the “Salariat” extract, sign it and hand it over with the certificate and the other documents.
3. Set an internal response deadline (15 working days at most) and who is responsible for requests; note the date of the request and the date of issue.
4. At least once a year, generate the extract for a few employees and compare it with the contracts and addenda in the personal file.
5. When you receive a notification from an employee, check the data against the documents straight away, correct it if needed and reply.
6. Issue the document to the employee, the former employee or a representative holding a special power of attorney, not to other third parties: it is personal data, and the GDPR rules in HR apply here too.

How Workly helps

The official extract remains a document of the REGES-Online platform. What you control, as an employer, is the quality of the data in the register, and that is where any mistake that later appears in the extract starts.

The Workly REGES integration is in preparation. Until then, the registration of the employee and the contract is done in the REGES-Online portal, and the data you enter there comes from the employee’s file in Workly, so you have a single source of truth when you compare the extract with what you declared.

For certificates, the Documents module lets employees request an employee or length-of-service certificate themselves, straight from the app. The document is generated from a template, and HR only approves it or leaves generation automatic for the usual types.

Frequently asked questions

Can the employee get the extract without the employer’s consent?

Yes. Art. 34 para. (5¹) of the Labour Code gives employees and former employees online access to the data that concerns them and the right to generate an extract. The account is tied to their CNP, not to the company.

Can the employer refuse to issue the certificate or the extract?

Not without risk. The obligation to issue the document follows from art. 34 para. (5) of the Labour Code, and HG 295/2025 penalises breaches of the obligations in art. 8 paras. (4)-(8) with a fine of 3,000 to 5,000 lei, found by labour inspectors (subject to the litigation over art. 8, explained above). In practice, the employee can generate the extract on their own anyway; what depends on you is the certificate and the signature on the printed extract.

Does the extract replace the length-of-service certificate?

Not in every situation. The law recognises the extract as proof of length of service, provided the employer stands behind it with a signature. But the extract shows the contracts in the register, not the income received, and some institutions ask for the certificate in their own format. Ask the recipient what it accepts.

What do I do if the company I worked for no longer exists?

If the company submitted the data to the register, the extract can still be generated from the employee’s account, for the periods submitted. If the company is in insolvency or liquidation, the administrator or liquidator must issue the document attesting the activity within 60 calendar days at most. For periods not found in the register, the portal’s FAQ points to the employer or the ITM, to reconstruct the history.

Can a former employee still ask for an extract years later?

Yes. Both art. 34 para. (5) and para. (5¹) speak of an employee or former employee. The extract is generated for the periods submitted to the register; anything older than 2006, or never submitted, doesn’t show on the platform.

Can I hide the salary in the extract?

Yes, when you generate the individual extract yourself: the application has the “Nu afișa salariul” option, which removes the salary fields from the document.

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Informational article, accurate at the date of publication. Not legal advice. REGES-Online procedures may change, and HG 295/2025 is being challenged in court, with rulings that are not final — always check the current position at source (Labour Inspectorate, Official Gazette, court portals) or consult a specialist.