How can an employer fill out and issue a STD-R certificate?

How approved

Since March 7, 2022, Order No. 23n of the Ministry of Labor of Russia dated January 20, 2020 (hereinafter referred to as Order No. 23n) has been in effect, which approved the STD-R form. The official name of this certificate is “Information on labor activity provided to the employee by the employer.”

The official sample STD-R certificate takes one A4 sheet and looks like this:

Section II of Order No. 23n establishes the procedure for filling out the STD-R certificate.

Thus, with the STD-R certificate, starting from 2022, employers must provide information about work activities to their employees who refuse to maintain a paper work book.

Who should give the employee a certificate in the form STD-R

The heads of all organizations, as we wrote above, including individual entrepreneurs, must give the employee a certificate in the STD-R form. In this case, it does not matter at all how many employees work in the organization, or what form of ownership is registered with the enterprise. And information on this form should be provided only to those personnel who have refused to use a paper work book form; this is one of the grounds for receiving the form.

Help contents

As follows from the STD-R form itself, the certificate includes the following blocks, each of which is required to be filled out by the employer:

• information about the employee;
• information about the employer;
• date of submission of the application to continue maintaining the work book or to provide information about work activity (information about the choice of the work book format should be indicated only by the employer to whom the employee submitted the corresponding application);
• directly information about the employee’s work activity;
• output data (certification of certificate).

Moreover, the STD-R must contain only information about the period of work with a given employer (clause 2.6 of the filling procedure, Order No. 23n).

For the purposes of filling out and issuing the STD-R certificate, information about the employee’s work activity includes:

• hiring (service);
• transfer to another job;
• changing the name of the policyholder;
• establishment (assignment) of a second and subsequent profession, specialty or other qualification;
• dismissal from work.

Employers initially take information for the STD-R reference from their administrative documents. These may be orders, instructions, other decisions or documents confirming the formalization of the employment relationship with this employee and indicating their details (name, number, date). The STD-R certificate must also reflect information that was canceled or corrected, as well as if the employer changed its name.

What is STD-R and why is it needed?

STD-R stands for “Information on Labor Activity” - a form of document that the head of an enterprise issues to an employee upon dismissal or simply at the request of the worker. An employee may need such a form to, for example, confirm a visa.

Information on the registration of data in the STD-R form is recorded, first of all, in labor legislation, due to the fact that work books in paper format cancel their validity for two categories of citizens. The first category is young professionals who got a job in 2022 and later, the second category is volunteers, those who consciously switched to electronic document format.

And it collects, stores and provides data on full-time employees for the execution of the STD-R form - the employer. Responsibility for the creation and execution of such documents lies with him.

The STD-R form can be obtained both electronically and on paper. It depends on what format the employee indicates in the application. Here, too, everything is individual and depends on the wishes of the employee.

Note!

If the worker has submitted a request for this document, then the employer is obliged to issue it within three days from the date of submission of the application. When an employee resigns, then the manager must issue him a form on the last day that the employee works. There are no exceptions to determining deadlines; they must be respected and followed without fail.

When should the form be provided to an employee? The employer must provide data upon receipt of an application from an employee, in the event of termination of the employment contract or its termination, as well as in connection with the termination of industrial relations with an individual.

Important!

The STD-R form allows you to get a place in a new job without having a work book.

How is it different from STD-PFR

Order No. 23n also approved the STD-PFR form entitled “Information on labor activity provided from the information resources of the Pension Fund of the Russian Federation.”

In general, both forms are similar, but the STD-PFR certificate focuses specifically on information about the employee as a registered person in the PFR individual (personalized) accounting system

Based on the same sources (administrative documents of the employer), the STD-R certificate is generated, certified and issued by the employer, and the STD-PFR certificate is generated by the territorial body of the Pension Fund.

You will also need a STD-PFR certificate, for example, if the employer is reorganized or liquidated.

Form STD-R: basic questions for employers

The transition to electronic work books entailed the introduction of a number of new documents. Thus, a new form STD-R has appeared, the registration of which is the responsibility of the employer.

Organizations have been issuing this form to employees since 2022, but numerous questions still arise in practice.

We will look at the most relevant ones in this article.

To which employees is the company obliged to issue STD-R?

The employer is obliged to issue the STD-R form only to those employees for whom a paper work record book is not kept (Part 5 of Article 66 of the Labor Code of the Russian Federation).

These are two categories:

—

Those who refused a paper work record book wrote a corresponding application to the employer and received the document in their hands.

—

Those who got a job for the first time since January 1, 2022. Such employees do not have the right to choose the form of maintaining a work record book; they are provided with the formation of information about their work activities only in electronic form (Clause 8 of Article 2 of the Federal Law of December 16, 2019 No. 439-FZ).

If an employee has a paper work record book, the employer is not required to issue him the STD-R form.

It should be noted here that many personnel officers and accountants play it safe and issue STD-R to all employees. Of course, in such a situation there will be no violation, no liability will arise for the employer, but you are complicating the document flow for yourself.

The basic rules are:

—

If the employee does not refuse a paper work book, you keep his work book according to the general rules. In addition, you submit the SZV-TD form to the Pension Fund.

—

If an employee does not have a paper work record book (he refused the document or got a job for the first time after January 1, 2021), he must be issued an STD-R upon request or upon dismissal. The employee must submit a SZV-TD to the Pension Fund.

In what cases should STD-R be issued?

This issue is also regulated by Article 66.1 of the Labor Code of the Russian Federation. You need to submit the form:

— According to the employee

To receive STD-R, the employee must submit a written application to you or send an application to the employer’s email. Please note that in the application the employee indicates in what form he wants to receive the document (paper or electronic). You must draw up the STD-R exactly in the form indicated in the employee’s application. The employer is given three working days to prepare the application.

— Upon dismissal

The form must be given to the employee on the day of dismissal. However, he does not have to write an application for receiving STD-R. The employer is subject to financial liability for failure to issue the form (Article 234 of the Labor Code of the Russian Federation).

Please note again: this obligation arises for the employer only in relation to employees who do not have a paper work record book.

Key issues that arise in practice

How many times can an employee apply for the issuance of STD-R?

Labor legislation does not limit the employee, so he can request the form more than once, as necessary. The employer has no right to refuse to provide STD-R.

If an application for issuance of STD-R was submitted by an employee who has a paper work record book, can he be refused?

Yes, you have the right to refuse to issue a form to such an employee. The employer has no obligation to issue STD-R in such a situation.

When hired, the employee presented the STD-R: pick up or return

One of the most common questions from personnel officers is related to the storage procedure for STD-R. Let’s assume that an employee at his previous place of work refused to have a paper work record book. When applying for employment in your organization, he presents the STD-R form and a work book with a closing entry (for review).

Based on these documents, the personnel officer fills out a personal T-2 card and enters information about the employee’s total length of service. The work book must be returned to the employee. You have no right to leave it in the organization. The employee presents this document for informational purposes only.

What about the STD-R form? Unfortunately, the legislator did not provide for the procedure for the personnel officer. In this regard, representatives of Rostrud explain that the employer has the right to keep the document for safekeeping or, after filling out a personal card, return it to the employee.

It is advisable to leave the STD-R in the organization; this document will confirm the employee’s length of service if necessary. And upon dismissal, return the uniform to the owner.

Forgot to issue STD-R upon dismissal: what are the consequences

In the issue of issuing STD-R upon dismissal, one must be careful. The legislator has provided for the same consequences for failure to issue a document as for delaying a work book (Part 1 of Article 234 of the Labor Code of the Russian Federation).

Thus, the company must compensate the employee for the earnings he did not receive, in all cases of illegal deprivation of his opportunity to work.

In particular, such consequences arise when there is a delay in providing information about work activity (STD-R).

But here a completely logical question arises: how can an employee’s lack of an STD-R form interfere with further employment?

The fact is that at any time anyone can receive a similar STD-PFR form from the Pension Fund, for example, by submitting a request through the State Services portal.

However, on the day of dismissal, an employee who has switched to an electronic form of maintaining information about work activity must be issued an STD-R.

Moreover, if an employee is not at work on the day of dismissal, the STD-R form on paper must be sent to him by mail with acknowledgment of delivery. There is no need to request the employee’s consent to send a document by mail (Part 6, Article 84.1 of the Labor Code of the Russian Federation).

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STD-PFR - what kind of certificate is this?

The abbreviation STD-PFR stands for: information about labor activity provided from the information resources of the Pension Fund of the Russian Federation. There is also a certificate - STD-R - which is issued to the employee after dismissal. They differ in that STD-R includes data only about the last place of work, while STD-PFR is an analogue of a paper work book, only in electronic form. That is, it contains data about the employee’s full length of service, as well as information about his entire work activity and about all employers.

Why is this certificate needed?

By law, the employer is required to regularly submit a report to the Pension Fund about each employee of his organization. The report is called the abbreviation SZV-TD (in simple words, information about the employee’s work activity). This is, in fact, an electronic work book, which is stored in the Pension Fund, and is filled out by the employer.

One of the forms that confirms the employee’s length of service reflected in the electronic work book is STD-PFR. But the problem until recently was that the STD-PFR form, although it assumes that it contains the entire length of service reflected in the electronic work book, but only from January 1, 2022. But the part that BEFORE this date was not reflected in this form. This, of course, is inconvenient, it is a problem for presenting this document when applying for a job, so the issue is now being resolved to have the entire paper work book digitized into an electronic one. Although, in fact, the Pension Fund of Russia has all this information, but it is divided into three parts:

1. What employers digitized before January 1, 2002, transferred and handed over to the Pension Fund.
2. Then, since 2002, the Pension Fund independently took into account the length of service of employees in electronic form using the documents and deductions that employers made to the Pension Fund.
3. Well, the third part is just an electronic work book, which is submitted using the SZV-TD form.

Now it turns out that if an employee refuses a paper work book, then now he needs to somehow prove his work experience. Thus, a separate form STD-R plus a paper work book were combined into one common form that reflects everything. This is how the STD-PFR certificate appeared, but again, it turned out to be defective. Today, while all work books have not yet been digitized, the Pension Fund will provide information about that part of the work experience that they already have. This will be our STD-PFR certificate. Let's look at what this certificate looks like and what it contains.

What does the certificate look like?

At the very top is the full name of the help without abbreviations, as shown in the image below. Next, information about the employee is displayed (his full name, date of birth, SNILS). Next are the dates of applications for continued maintenance of the work record and for the provision of information about work activities. After these records there is a table in which the names of the organizations in which the employee worked and information about his work experience are recorded.

Everything remained unchanged, except that another table appeared. It will contain the information that is on the personal account in the Pension Fund of the insured person. And since the information was not sent there in full, without details, it will be published in this form in the STD-PFR: the name of the employer and the period of work with him. That is, without specification, without such details as recruitment, transfer, dismissal, position, grounds for termination of the employment contract. All this will not be recorded in the STD-PFR.

How to fix an error in STD-R

If an employee notices an incorrect entry in the STD-R, then the information must be corrected or canceled.

STD-R is formed on the basis of information in SZV-TD. Therefore, if an error is detected, the SZV-TD must be corrected and sent to the Pension Fund, and then the STD-R must be re-formed. If only STD-R is corrected, a discrepancy will arise with the Pension Fund base (with the STD-PFR form).

To completely cancel the entry, you need to fill out all columns from 1 to 9 for the personnel event, and put an “X” in column 10. For example, if a personnel officer mistakenly recorded a dismissal that never happened, you just need to put an “X” in column 10 of the corresponding line.

To correct an entry, you must first cancel the incorrect entry by placing an “X” in column 10, and then fill in the next line with the correct data.

Fill out and submit the SZV-TD via the Internet

An example of correcting an error in the STD-R help. Secretary Tatyana was hired on July 12, 2018. She resigned on August 20, 2021, and on the day of her dismissal she received a STD-R certificate. A week later, Tatyana noticed that the personnel officer had made a mistake in the date of dismissal. She contacted her former employer for a corrected form. The employer submitted the corrected SZV-TD to the Pension Fund, and then issued Tatyana an STD-R certificate with the correct data.

Sample STD-R with corrected error

Responsibility for failure to provide the STD-R certificate

For failure to provide STD-R within the established time frame, the employer faces sanctions under Art. 5.27 Code of Administrative Offenses of the Russian Federation.

How to obtain a STD-PFR certificate

In order to obtain a certificate, you must order it by personal contacting the MFC or the Pension Fund. This can also be done through your personal account on the portal of the State Services or the Pension Fund. The form of the certificate will depend on which method of application the person chooses:

• When contacting the Multifunctional Center or the Pension Fund in person or through a representative, a paper certificate is issued. It can be presented in the future together with other documents to the HR department of the organization.
• If the application occurs through the State Services portal, the certificate, accordingly, will be in electronic format. You can request information about your work activity at any time, not only when changing jobs, but also if a person just wants to get acquainted with information about his work activity.

Order a certificate through the Pension Fund website

In order to use the electronic service for ordering certificates and documents, you must go to the official website of the Pension Fund and select the “Electronic Services” section. This section contains all services in electronic form. You should pay attention to the section “Electronic services without registration”. There is a link to order certificates and documents. By clicking on it, we will be taken to the desired page, where we will begin filling out individual fields:

1. It is necessary to indicate the subject of the Russian Federation in which the citizen is going to receive the service.
2. Then you need to select your area of ​​residence. The address of the applicant’s customer service will be generated using it (it will be displayed under the selected area).
3. Select an individual when ordering a certificate for yourself.
4. Next, information about personal data is requested. You must enter your full name and SNILS number.
5. It is important not to forget to check the last box: “I agree to the processing of personal data.”
6. And finally, we enter the numeric code from the picture to confirm that we are not robots.

After successful data verification, you need to select a certificate of employment.

Order a certificate through the State Services portal

So, the most convenient way to order a STD-PFR certificate is to go to the State Services website. To do this you need to take a few simple steps:

• Step 1. Log in to your personal account on the State Services portal.
• Step 2. Go to the service catalog and select the authority - the Pension Fund.
• Step 3. In the list of services of the Pension Fund, select an extract from the electronic work book.
• Step 4: You must have a verified account to receive information, so the next step is to verify your identity. There are several ways to do this; they are suggested before submitting the request.
• Step 5. Submit a request.
• Step 6. After some time, a notification will be sent to your personal account, and information about your work activity can be viewed and downloaded electronically.

The extract will be signed electronically by the Pension Fund. An electronic document is absolutely equivalent to a paper document in terms of legal significance. However, if you need a paper version, you can contact your last employer or the nearest branch of the MFC or Pension Fund.