How to fill out sick leave in 2022

Options for filling out sick leave: paper and electronic

From 2022 in Russia, you can use two ways to compile sick leave: traditional paper and electronic.

paper sick leave certificate is a special form. The doctor fills out his part of the document and gives it to the employee. After recovery, the employee submits sick leave to the accounting department. The accountant checks the document, fills out the section with company data and calculations, and then transfers the sick leave to the Social Insurance Fund for payment. Also, on the basis of sick leave, in cases established by law, the employer himself transfers benefits to the employee for the first three days of illness.

What does correct document formatting look like?

When applying for sick leave, a number of requirements must be taken into account:

The certificate of incapacity for work is issued in the state (Russian) language. But if the name of the organization contains foreign words or letters, using them will not be a mistake.
When filling out, block (capital) letters are used.
Words are entered starting from the first cell.
Exceeding cell boundaries is not allowed.
Filling out the document is allowed only with a gel, fountain or capillary pen with black ink.

Data on the sick leave form can also be entered using a computer. It is not a violation to combine handwritten text with computer typing. (For example, if part of the form is filled out by an employee of a medical organization with a gel pen with black ink, and the subsequent lines are filled out by the employer using a computer).

When receiving a certificate of incapacity for work, a pregnant woman should check whether the data was written down with a ballpoint pen with blue (or any other, different from black) ink. In this case, the employer may request a duplicate.

You cannot correct mistakes and inaccuracies using a proofreader. Incorrect data is carefully crossed out with a pen with black ink, and necessary data is written on the back of the form and certified by the signature of the responsible person. In this case, no more than two corrections of shortcomings on the part of the employer are allowed. The mistakes of the attending physician cannot be corrected.

If the full name of the organization does not fit in the space provided, you can enter the abbreviated name accepted for use in the constituent documents. If it is too long, the organization develops a special abbreviation used for employee sick leave.

Attention! The presence of clear imprints of the seals of the medical institution on the sick leave (indicating its profile) is mandatory. Due to the fact that not all employers have stamps, their absence on the certificate of incapacity for work is not a gross violation.

Below you can find an example of how to fill out a sick leave form for pregnancy and childbirth.

How to check a sick leave certificate before filling it out

Having received a sick leave certificate on paper, the employer must check three parameters.

1. Form number in the FSS database. But here you need to keep in mind that the fund updates the list of stolen and lost sick leave forms on average once a month. Therefore, this check does not provide a complete guarantee against counterfeiting.

2. Authenticity of the form based on external features:

the color should be blue, darker at the edges and lighter in the center;
the paper should be thick and resemble the texture of a banknote;
The watermarks - the FSS logo - should be visible in the light;
the form number must be convex to the touch;
The underline under the signatures of the doctor, manager and chief accountant should consist of microtext “certificate of incapacity for work”, which can be distinguished with a magnifying glass.

3. The accuracy of the information filled out by the doctor. In particular, the name of the medical institution must be the same as on the seal, the employee’s full name must correspond to his passport details. But there may be typos in the name of the company, since the doctor enters this information from the words of the employee. In this case, there is no need to replace the sick leave; the employer just needs to enter the company name and registration number in its section without errors (letter of the Moscow regional branch of the Federal Social Insurance Fund of the Russian Federation dated July 14, 2020 No. 14-15/7710-1110-LNK).

If the employer still has doubts after all the checks, he can send a request to his FSS department, attaching the original of the disputed sick leave (letter of the FSS of the Russian Federation dated September 30, 2011 No. 14-03-11/15-11575). When issuing an electronic sick leave certificate, the employer only needs to check its number. If there is this sick leave in the FSS database, then the document is real.

What information does the doctor enter?

The doctor must enter information on 2 forms, one of which remains in the medical institution itself.

In the upper right corner of the sheet, only 1 of the fields is selected by checking. If the document is the first, then a tick is placed in the “primary” field , if the document is issued as an additional one to one already issued earlier, then the choice is in favor of a nearby alternative option. If the sheet was damaged, it is additionally indicated by o .

The name of the organization that issued the sheet is indicated by the definition of the institution that has permission for the relevant activity, including recognizing a person as disabled.

The name may be abbreviated according to the abbreviated name in the Charter. If it also does not fit into the line or is missing, then it is arbitrary. Here the OGRN comes to help in identifying the relevant organization.

The address of the medical institution is indicated : the name of the locality without specifying it, then the street name is written through a cell without the word “street”, the house number is written through a space by indicating only the number, and again through a space - the apartment number (number).

If there is a need to designate the building, then without missing cells, first put a fraction sign (slash), and then the building number, then the window is skipped as standard, and the number of the apartment number is written.

The date of issue of sick leave is indicated. At the same time, there are 2 cells for the day and month, and 4 for the year. You should not shorten the year by putting only its last characters.

The full name (patronymic - if any) of the disabled person is registered . The specified data must match the data on your passport or other identification document.

In the “place of work” column, write the name of the organization where the disabled woman works. Including indicating the legal form of the legal entity without using quotation marks. Instead, an indent of 1 cell is used. The name can be shortened . If the employer is an individual, then instead of this name you need to write his last name and initials, indented one cell between them.

The medical history number is the patient’s medical card number . The reason that led to the disability is indicated in coded form. This form of designation of diseases or conditions is provided in order to maintain legally established medical secrecy.

The two-digit code for sick leave according to the BIR is 05, that is, leave according to the BIR. The columns “additional code” and “change code” are usually not filled in. The first implies additional causes of disability. The second additional column is filled in only if the primary reason for issuing sick leave has been changed. Then a new code containing a new reason is indicated.

The OGRN number of the medical institution that issued the document is indicated . A check mark is placed in the cell marked with the letter “g”, implying female gender.

A check mark is also placed either in the “main” column or in the “part-time” column.

The first option means the main place of work, the second - part-time.

A mark is placed in one of these boxes only if the woman works part-time in another organization.

When o, the number of the sheet for the main work is also indicated.

If a disabled person is registered with the employment service as unemployed, then this is checked. The fields “primary” and “part-time” do not need to be filled in in this case .

Next come the fields “date 1”, “date 2”, “voucher number”, “OGRN of the sanatorium or clinic of the research institute”. Only the first field is filled in. Since 2, 3, 4 fields must be filled in in the case of sanatorium treatment or therapy at a research institute.

And we are talking about the state of pregnancy, but not illness . The predicted (medical) date of birth is indicated, where 2 cells are allocated for the day and month, 4 for the year. Such a day is calculated as a standard by adding 70 days to the date of issue of the sheet in the 30th week .

The “care” column is not filled in . A note is made if the pregnant woman registered before 12 weeks of pregnancy.

The information is skipped, and filling out sick leave for pregnancy and childbirth is resumed from the “exemption from work” table. The information entered into the table is certified by the signature of the gynecologist.

The table “Exemption from work” indicates the time range of exemption from work (leave according to the BIR) : from (date of issue of the sheet) – to (date of issue + 140 days). This period also applies to the benefit payment period column.

The first day of resumption of work activity is the next day after the deadline of the specified period.

This is the “get started” field.

A similar field in the employment and accounting sheet, filled out by the employer, which is called the “start date of work”, cannot be filled out.

According to the by-law, such information is entered on disability due to illness or injury that occurred from the moment the employment contract was concluded and served as the reason for its cancellation.

In the column where the surname and initials of the specialist are indicated, it is possible to move to the next line if there are more than 14 letters in the corresponding data . Transition to the third line is not allowed.

In this case, it is possible to indicate the surname without initials or shorten the surname. The surname of the chairman of the commission is not written, since a commission is not appointed under BiR. Accordingly, all 28 cells of two lines are used to write the data of the obstetrician-gynecologist.

In this case, the initials are separated from the surname by a space; there is no space between the initials. For example, if the doctor’s name is Alexey Mikhailovich Smirnov, then the information on the sheet will look like this: SMIRNOV AM. It is acceptable to write “SMIRNOV A M”.

The position of the doctor is indicated; the field cannot be filled in as “attending physician”, “doctor”. The position is indicated with the designation of the specialty - obstetrician-gynecologist or gynecologist .

The section in both parts of the sheet is completed by the signature of a medical specialist authorized to issue sick leave according to the BIR and the seal of the medical institution. The disabled person puts his signature in the “receipt receipt” box.

How to fill out a paper sick leave certificate

The rules for filling out sick leave are given in Section IX of the Procedure, approved by Order of the Ministry of Health of the Russian Federation dated September 1, 2020 No. 925n.

1. Entries must be made in capital block letters using printing devices or using a gel, capillary, or fountain pen with black ink. You cannot use a ballpoint pen.

2. A combined option is allowed, when part of the information on the sick leave is entered using a printing device, and part is written in with a fountain pen (letter of the Federal Social Insurance Fund of the Russian Federation dated October 23, 2014 No. 17-03-09/06-3841P).

3. All entries must start from the first cell and not go beyond the boundaries of the fields.

4. Seals of the medical organization and the employer may go beyond the boundaries of the designated spaces, but should not overlap the fields with information.

5. If the employer makes a mistake when filling out a sick leave certificate, it can be corrected without replacing the form (clause 72 of order No. 925n). To do this you should:

cross out the erroneous entry;
make the correct entry on the back of the form;
certify the correct entry with the employer’s signature and seal.

When correcting, you cannot use a corrector or other similar means.

The employer enters the following data in the section of the sick leave sheet “TO BE COMPLETED BY THE INSURER”.

1. Information about the place of work:

name - here it is better to indicate a short name, since there may not be enough cells for the full one;
status of the employee’s place of work - main or part-time. This is important, since the part-time worker issues sick leave for each place of work;
employer registration number in the Social Insurance Fund;
subordination code - the number of the FSS branch where the employer is registered.

2. Employee identification codes: TIN and SNILS.

3. Special conditions for calculating sick leave:

codes for various special conditions under which sick leave is calculated according to separate rules. For example, disabled people affected by radiation, etc.;
the date of drawing up the act in form N-1, if sick leave was issued due to an industrial injury.

If none of the listed special conditions exist, all of these fields must be left blank.

4. Information for calculating benefits:

insurance experience;
non-insurance periods that are deducted from the insurance period;
the period for which the benefit must be calculated - the opening and closing dates of the sick leave;
average earnings for the previous two years and per day;
the amount of benefit at the expense of the employer;
the amount of benefits from the Social Insurance Fund;
total accrued.

When paying benefits directly through the Social Insurance Fund, you do not need to fill out the last two lines (clause 73 of order No. 925n).

The employer certifies the sick leave with the signature of the manager and chief accountant, as well as a seal, if any.

When and by whom is it issued?

A sick leave certificate is an important document, since it is subsequently transferred to the Social Insurance Fund to reimburse the expenses incurred by the employer to pay benefits to the woman.

A sheet is issued at the antenatal clinic (or other medical institution where the pregnancy is registered) at the 30th week (or the 28th in the case of twins).

Initially, the sick leave is filled out by the doctor, then the employee, along with the application, submits it to the personnel service.

The employer’s task is to check that the medical worker has filled out the sheet correctly and to fill out his part of the sheet.

Based on the sheet, an order for maternity leave is issued and maternity benefits are paid. Next, this document is submitted to the Social Insurance Fund to receive the paid amount from the fund.

Important! If the certificate of incapacity for work is filled out incorrectly, the Social Insurance Fund may refuse compensation.

How to fill out a certificate of incapacity for work correctly?

A medical worker and an employer (for example, a human resources employee) are involved in filling out sick leave according to B&R.

The doctor is subject to particularly strict rules regarding filling out the form - corrections are not allowed, any mistake entails the issuance of a new certificate of incapacity for work.

When registering, it is important to follow the rules:

enter data only in printed capital letters;
handle paste color - black only;
the contents of the cells should not go beyond the boundaries, otherwise the information may not be read by reading devices in the FSS;
the employer can make corrections to the sheet, but strictly in accordance with the rules.

Extract of a sheet by a doctor

Two copies of the sheet are drawn up at the same time: one remains in the LCD, the second is issued to the pregnant woman. If a woman works several jobs at the same time, then she may be issued a larger number of sick leaves for presentation both at her main job and at a part-time job.

Read the procedure for applying for maternity leave at a part-time job here.

The doctor indicates whether this is a primary document or a duplicate by placing a tick in the appropriate place at the top of the sick leave form.

If the sheet is issued in connection with an extension due to complicated childbirth, then the number of the previous document is indicated.

Next, the doctor fills in the following fields:

name of the medical organization;
her address;
OGRN;
date of discharge;
information about the pregnant woman (full name, date of birth, gender);
code of reason for disability - for pregnancy and childbirth, code 05 is filled in;
information about the pregnant woman’s place of work (name of the employer’s organization, main place or part-time job);
planned date of birth;
a note indicating whether the woman registered before 12 weeks (needed to assign benefits for early registration);
maternity leave period (filled out in the “exemption from work” subsection) - read about the duration of maternity leave here;
position and full name of the doctor;
the date when you need to go to work - from this day you can take parental leave;
signature of the health worker who filled out the first part of the sick leave.

Registration by the employer

The employer receives a certificate of incapacity for work from the employee along with her application for maternity leave.

The employer himself is primarily interested in the correct registration of sick leave; it is he who will send the form to the Social Insurance Fund to receive insurance compensation.

It is necessary to check that everything in the medical organization is filled out correctly, information about the organization and the employee is indicated correctly, the information is readable and does not go beyond the allotted limits.

An order for leave must be issued for the period specified in the section “exemption from work” - in general, this is 140 days, in case of twins - 194, and in case of complicated childbirth, an additional sick leave for 16 days can be issued.

What should an employer fill out on a sick leave certificate for pregnancy and childbirth:

the name of your organization in abbreviated form (you need to check that the doctor indicated the same name in his part of the sheet);
an indication of whether the woman’s main job or part-time job;
registration number assigned by the FSS upon registration with the fund as an insurer, and subordination code;
TIN of the employee (if assigned);
SNILS of a female employee;
period of incapacity for work - filled in the field “benefits due for the period”;
the average and average daily earnings of a woman based on her income;
insurance experience;
the amount of the benefit at the expense of the fund - the total amount of maternity leave for the entire period of maternity leave is indicated, the benefit is fully financed by the Social Insurance Fund;
total - amount to be accrued;
signatures of the director and chief accountant.

How to fill out an electronic sick leave certificate

In order to work with electronic sick leave, the medical institution and the employer must be connected to the FSS information system. Also, to exchange information with the fund, an enhanced qualified electronic signature (ECES) is required.

The employer enters the same information into the electronic sick leave form as on the paper form. Information must be transferred to the FSS database through the employer’s personal account. After the data is entered, in general they should be certified by the UKEP of the manager and chief accountant, or an individual entrepreneur.

The employer can delegate the authority to certify sick leave certificates to a specialist who is involved in their preparation. To do this, you need to issue an order and issue a power of attorney. Then, to certify electronic sick leave certificates, it will be necessary to use the UKEP of an authorized person (clause 74 of order No. 925n).

If the electronic sick leave data is filled out incorrectly by the employer, the error can be corrected. To do this, you need to fill out the information again and submit it to the Social Insurance Fund, indicating the reasons for the correction. The corrected data should be certified by the UKEP of the manager and chief accountant (clause 72 of order No. 925n).

What should I do if I find a typo or incorrect information?

From the side of the medical institution

Often, when filling out a sick leave certificate, both the doctor and the employer can make a mistake. A medical institution has virtually no room for error; therefore, no cross-outs, blots, or corrections are allowed in the document.

The use of correction means is strictly prohibited in accordance with clause 65 of Order of the Ministry of Health and Social Development No. 624n (hereinafter referred to as the Order). All data must be entered accurately; therefore, even if one letter is missing or incorrectly written in the employee’s full name, the ballot must be filled out again.

Almost any error caused by the doctor requires the issuance of a duplicate sick leave certificate in accordance with clause 56 of the Order. However, there are some exceptions. Most of the data is filled out from the patient’s words, so the medical institution may not issue a duplicate if the employee deliberately provided incorrect information.

The incorrect name of the organization will not be a serious violation if it is recorded from the patient’s words in accordance with clause 57 of the Order. In any case, the registration number will help the FSS of the Russian Federation identify the employer. However, you cannot leave this column empty in any case.

In most cases, errors on the part of the physician require the issuance of a new duplicate ballot . The employee needs to check everything, and if errors are identified, contact the medical institution again with a request to issue a new document.

Error of a personnel employee or chief accountant

The legislator has given the employer a little more freedom in terms of making mistakes.

If a personnel employee or chief accountant made a mistake when filling out a document, you must perform the following steps :

Carefully cross out the completed data with a solid line, without pressing hard on the pen.
Write the correct information on the back of the sick leave form.
Provide complete information without any abbreviations. For example, if an error is made in the column “place of work - name of organization”, then you need to write on the reverse side: “Place of work - name of organization - ZAO Romashka”. The same should be done if the accountant made a mistake in any other column.
After the correct information, write the phrase “believe the corrected”, which is endorsed by the signature and seal of the chief accountant.

ATTENTION : You must fill out the sick leave form with a black gel or capillary pen. This rule even applies to the paintings of all officials. It is unacceptable to write on a ballot with a ballpoint pen, even with black ink.

Are all corrections written only on the back of the ballot ? Therefore, under no circumstances should you cross out or write next to, above/below, or use proofreaders. There are also cases when the manager fills out a column that does not need to be filled out for a particular employee.

In such a situation, you need to carefully cross out everything and write the phrase “the start date of work column is left blank” on the back of the form.

Special cases: maternity payments and quarantine

During the epidemic, it is allowed to issue a sick leave as part of a remote appointment using telemedicine technologies. This applies, among other things, to the calculation of maternity benefits (clause 50 of order No. 925n). This reduces the risk of spreading dangerous diseases.

Also, in order to reduce the number of contacts between doctors and patients, during an epidemic, a special rule is provided for filling sick leave during quarantine. In this case, the doctor must issue a sick leave certificate immediately for the entire period of isolation of the patient (clause 48 of order No. 925n).

Otherwise, the procedure for filling out sick leave by an employer during pregnancy or in the event of quarantine does not differ from that described above.

Filling

The doctor and employer of the pregnant woman write information on the sick leave according to BiR.
The document has its own sections for them.

In addition to the obstetrician-gynecologist, 2 more categories of medical workers can alternatively issue the following sheet:

general practitioner or family doctor;
paramedic

If there is no gynecologist, hospital general practitioners will issue it. And if the latter are not available, then paramedics.

Obstetrician-gynecologist and gynecologist - 1 and the same specialist with a specialization in obstetrics and gynecology.

As for a family doctor, many people confuse him with a general practitioner . But these are not identical concepts.

REFERENCE! According to Order of the Ministry of Health and Social Development of the Russian Federation dated July 23, 2010 N 541n, a family doctor has the legislative right to carry out diagnostics, necessary emergency measures and treat the most common diseases in many highly specialized areas of medicine. Including obstetrics and gynecology.

While the therapist has the right to carry out therapeutic activities only within the framework of his specialization “therapy”. We can say that the powers of a family doctor include, among other things, the powers of a therapist, that is, he has broader powers.

A paramedic is a medical professional who is not a doctor . According to the law, such a specialist has a secondary vocational education, while a medical specialist receives a higher medical education.

Calculation of average earnings for calculating maternity benefits

The benefit is calculated based on the average earnings of the insured person, calculated for the two calendar years preceding the year of maternity leave, i.e., when the leave begins in 2022 - for 2022 and 2022.

The average earnings, on the basis of which benefits are calculated, include all types of payments and other remuneration in favor of the insured person, for which insurance contributions to the Federal Social Insurance Fund of the Russian Federation were calculated in accordance with the legislation of the Russian Federation on taxes and fees.

Average earnings, on the basis of which benefits are calculated, are taken into account for each calendar year in an amount not exceeding the maximum base for calculating insurance premiums established in accordance with paragraph 6 of Article 421 of the Tax Code of the Russian Federation.

The maximum amount of annual earnings taken into account when calculating benefits is: for 2022 - 966,000 rubles; 2020 - 912,000 rubles; 2022 - 865,000 rubles; 2022 - 815,000 rubles; 2022 - 755,000 rubles; 2016 - 718,000 rubles; 2015 - 670,000 rubles; 2014 - 624,000 rubles; 2013 - 568,000 rubles; 2012 - 512,000 rubles; 2011 - 463,000 rubles; 2010 - 415,000 rubles; 2009 - 415,000 rubles.

If in two calendar years immediately preceding the year of the insured event, or in one of the specified years, the insured person was on maternity leave and (or) child care leave, the corresponding calendar years (calendar year), at the request of the employee, may be replaced for the purpose of calculating average earnings by previous calendar years (calendar year), provided that this will lead to an increase in the amount of the benefit.

Since 2011, the average earnings for calculating benefits have taken into account not only the earnings received from a given policyholder, but also, in general, earnings during work (service, other activities) with another policyholder (other policyholders).

To confirm earnings received from another policyholder, the employee must provide a certificate of the amount of earnings from which the benefit should be calculated from the place of work (service, other activity) with the other policyholder (or a copy of the certificate certified in the prescribed manner) and the number of calendar days days falling in the specified period during periods of temporary disability, maternity leave, parental leave, period of release from work with full or partial retention of wages.

If the insured person does not have a certificate (certificates) on the amount of earnings on the day of applying for benefits, the average earnings are calculated based on the information and documents submitted by the insured person and available to the policyholder. After the insured person submits the certificate(s), the average earnings for the entire past period are recalculated, but not more than for three years preceding the day the certificate(s) were submitted.

If at the time of maternity leave the employee is employed by several employers, then maternity benefits are assigned and paid to her:

For all places of work (i.e., separately by each employer) - if in the two previous calendar years it was employed by the same employers. When calculating benefits in this case, each employer takes into account the earnings of the insured person received only from that employer, and does not take into account earnings received from other employers. The annual earnings limit is applied separately by each employer.
For one of the last jobs of the employee’s choice - if in the two previous calendar years she was employed by other employers (another employer). When calculating the benefit in this case, the earnings received both from the employer paying the benefit and from other employers, confirmed by a certificate of the amount of earnings, are taken into account. That is, for a calendar year, earnings received from all employers are taken into account, but in total no more than the maximum amount taken into account when calculating the annual earnings benefit.

If in the two previous calendar years the employee was employed by both these and other employers (another employer), then she has the right to independently choose how to receive benefits: for all places of work or for one of her last places of work.

If in the two previous calendar years the employee was employed by other employers (another employer), one certificate of incapacity for work is issued for presentation at one of the last places of work of the employee’s choice.

Average daily earnings are determined by dividing the amount of earnings of the insured person for the two previous calendar years of the start of maternity leave (taking into account the limitation of its maximum annual amount) by the number of calendar days in the billing period, with the exception of calendar days falling on the following periods:

periods of temporary disability, maternity leave, parental leave;
periods of release from work with full or partial retention of wages in accordance with the legislation of the Russian Federation, if insurance premiums are not charged on the retained wages.

When calculating maternity benefits, the average daily earnings cannot exceed the value determined by dividing by 730 the sum of the maximum values of the base for calculating insurance premiums for the two calendar years preceding the year of maternity leave.

In 2022, the maximum average daily earnings for maternity benefits is: (865,000 rubles + 912,000 rubles) / 730 = 2,434.25 rubles.