Personnel issues: if an employee has changed her last name

There may be situations in life when various personal information ceases to be relevant. For example, the date of birth or name changes due to new circumstances. The most common practice that occurs is a change of surname among women who are married. When personal information changes, a citizen should replace forms that contain outdated data. This applies not only to identity documents, but also to forms used in the tax and insurance sectors. ADV 2 when changing your last name - a statement that is drawn up for the Russian Pension Fund.

Forms of personalized accounting

The legislation on personalized accounting establishes that ADV-1, ADV-2 and ADV-3 are standardized questionnaires and applications that are used to issue an insurance certificate for citizens. Each form is used in a specific situation:

• ADV-1 is a questionnaire to receive SNILS, or ADI-REG, for the first time in your life;
• ADV-2 is an application for the exchange of an insurance certificate to change personal information in an already issued insurance certificate (change of full name or change of place of birth);
• ADV-3 is an application for obtaining a repeated insurance certificate in the event of its loss.

Pension Fund Forms ADV, SZV-K Download

Insurance Premiums Insurance Premium Rates Standards of Working Hours

Forms SZV-STAZH and EDV-1

Form SZV-TD

Pension Fund

Forms ADV, SZV-K Download

Using Forms

By Resolution No. 2p dated January 11, 2017, the Pension Fund Board approved the forms of documents used for registering citizens in the compulsory pension insurance system and instructions for filling them out.

Updated forms:

• questionnaires of the insured person (form ADV-1);
• insurance certificate of state pension insurance (form ADI-1);
• insurance certificate of compulsory pension insurance (form ADI-7);
• applications for exchange of insurance certificate (form ADV-2);
• applications for the issuance of a duplicate insurance certificate (form ADV-3);
• request for clarification of information (form ADI-2);
• a list of documents submitted by the policyholder to the Pension Fund (form ADV-6-1);
• accompanying statement (form ADI-5);
• information about the work experience of the insured person for the period before registration in the compulsory pension insurance system (form SZV-K).

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Form ADV-1

The insured person's questionnaire in form ADV-1 is a document submitted to the territorial body of the Pension Fund of the Russian Federation when registering the insured person in the compulsory pension insurance system.

The document is filled out personally by the insured person, on the basis of an identity document (List of identity documents).

It is allowed to fill out the document by personnel or other services of the organization authorized by the head of the organization.

The correctness of the information specified in the document is certified by the personal signature of the insured person.

If the insured person is unable to personally certify the document due to a long (more than one month) stay on a business trip, long-term illness or other reason, the policyholder (employer) indicates this reason in the document, which is certified by the personal signature and seal of the organization.

ADV-1.XLS Filling out ADV 1.docx

Form ADV-2

An application for the exchange of an insurance certificate in form ADV-2 is submitted to the territorial body of the Pension Fund of the Russian Federation in the event of a change in the last name, first name, patronymic, date of birth, place of birth or gender of the insured person.

The document is filled out personally by the insured person.

It is allowed to fill out the document by personnel or other services of the organization authorized by the head of the organization.

The correctness of the information specified in the document is certified by the personal signature of the insured person.

If the insured person is unable to personally certify the document due to a long (more than one month) stay on a business trip, long-term illness or other reason, the policyholder (employer) indicates this reason in the document that certifies.

ADV-2.XLS Filling ADV-2.docx

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Form ADV-3

An application for the issuance of a duplicate insurance certificate in form ADV-3 is submitted to the territorial body of the Pension Fund of the Russian Federation in the event that the insured person loses the insurance certificate or the insurance certificate is unsuitable for use.

ADV-3.XLS Filling ADV -3.docx

Form ADV -6-1

An inventory in form ADV-6-1 is submitted by the policyholder to the Pension Fund of the Russian Federation as part of a bundle of incoming documents submitted starting from 2002, as well as as part of a bundle of corrective individual information for periods before 2002.

1. Codes for OKUD and OKPO are temporarily not indicated.

2. Details of the policyholder submitting the documents:

Pension Fund registration number: required. The number under which the policyholder is registered as a payer of contributions to the Pension Fund is indicated, indicating the region and district codes according to the classification adopted by the Pension Fund.

Format: XXX-XXX-XXXXXX. Example: 048-011-002356. (Leading zeros must be indicated!)

Taxpayer Identification Number: required. The taxpayer identification number is indicated.

Checkpoint: required to be filled out. The reason code for registration is indicated.

ADV 6-1.XLS ADV 6-1 Filling.docx

Other Forms and Form SZV-K

The form “Information on the work experience of the insured person for the period before registration in the compulsory pension insurance system (SZV-K)” is submitted by the policyholder or the insured person for the purpose of converting the pension rights of the insured persons.

SZV-K.XLS ADI-2.XLS ADI-5.XLS

Calculation of MSS

Using Forms

When a certificate is issued for the first time, the following is submitted to the Pension Fund office:

• questionnaire of the insured person (form ADV-1);
• inventory of documents (form ADV 6-1).

They are submitted within two weeks after the employment contract is signed with the employee.

You can submit the questionnaire and inventory in one of the following ways:

• on paper through a legal (authorized) representative or by mail with a list of attachments in the valuable letter;
• electronic.

Inventory of Investments in Valuable Letter.doc

Inventory of Attachments to Valuable Letter 2.doc

The Pension Fund of the Russian Federation issues SNILS within three weeks from the date of submission of information.

Duplicate certificate

You can obtain a duplicate SNILS at the Pension Fund office. For this purpose the following documents are submitted:

• application for the issuance of a duplicate in form ADV-3;
• inventory of documents (form ADV 6-1).

Replacement of certificate

To exchange a certificate, you need to submit to the Pension Fund office:

• application for exchange (form ADV-2);
• inventory of documents (form ADV-6-1).

Information is provided within two weeks after the application is received from the employee. The certificate is exchanged within a month.

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Issuing a certificate to an employee

The pension insurance certificate or its duplicate is issued to the employee within a week from the moment it is received at the Pension Fund office.

The employee must check the information and sign the accompanying sheet in the ADI-5 form.

It must be returned to the Pension Fund office within a month after the new certificate or duplicate is received.

Form SZV-TD

Forms SZV-STAZH and EDV-1

Insurance Premiums

Application form ADV-2

An insurance certificate containing a unique SNILS number is mandatory for every able-bodied citizen. If the employee does not have this document, the responsibility for preparing it falls on the employer. What if an employee has a SNILS, but the information in it does not match the data in other documents, for example, an employee got married and now has a different last name in her passport?

A citizen has the right to change not only his last name, but also his first name, patronymic, and even place and date of birth. Such situations occur quite rarely, for example in newly discovered special circumstances.

In such a situation, it is necessary to draw up a special appeal to the Pension Fund of the Russian Federation in the form approved by Resolution of the Pension Fund Board No. 485p dated September 27, 2019.

Certificate of change of surname

Certificate of change of surname - a document confirming the introduction of changes and registration of new data in the civil registry office.

Based on it, it is possible to replace your passport and other documents. Issued after data has already been entered into the register.

After marriage

Often the appeal comes from women who got married and changed their last name. After all, when getting married, a girl can independently make a choice - whether she should take her husband’s surname or not.

In the first case, you will need to change all the documents, and, accordingly, you will have to pay a state fee and incur additional financial expenses.

Then, within a few weeks, a document is prepared and on the basis of it the woman applies to the passport office to make changes. To do this you will have to pay a similar amount.

Attached to the application:

• passport;
• Marriage certificate;
• receipt.

After divorce

After a divorce, the same procedure applies as during marriage. An application is submitted to the registry office specifying the reason and indicating the new name. The application is reviewed within a month.

A state fee is also paid, which in this case is already 1,600 rubles.

After receiving the certificate, you will need to change your passport and other documents - international passport, driver's license, SNILS, INN and medical policy.

Attached to the application:

• passport;
• divorce certificate;
• receipt.

To kid

It is also possible to change the child's last name. This is often done during adoption or with a foreign surname. In this case, the cost of the state fee will depend on the region of residence. As a rule, this is 1000 rubles.

Initially, the child agrees to change the surname (10–14 years old). If the age is higher, then consent must be given directly by the parents.

Attached to the application:

• parent's passport;
• Marriage certificate;
• birth certificate;
• receipt.

At your own request

Many citizens register their surname at their own request. Such a decision could be influenced by both internal conflict in the family and cacophony or foreign origin. In this case, you are allowed to change your surname at your own request.

The cost of the state duty is 1600 rubles.

The application must be accompanied by a passport, marriage certificate, birth certificate and receipt.

Preparation for registration

The application is drawn up both by the employee himself and by the employer, for example by personnel department employees.

When contacting an employer, you will need an additional application in free form:

To the director GBOU DOD SDYUSSHOR "ALLUR" I.I. Ivanov from a riding teacher P.P. Petrova Statement I ask you to issue and issue me an insurance certificate of compulsory pension insurance on the basis of clause 3 of Art. 9 of Federal Law 27-FZ of 04/01/1996. I have never issued or received such a certificate before. Petrov /Petrov P.P./

To draw up an application to the Pension Fund, the following documents will be required:

• passport containing new information;
• documents confirming changes in the employee’s personal data (marriage certificate, court decision, etc.);
• insurance certificate with old data.

IMPORTANT!

If the application is filled out by the employer, then you will have to follow the document flow format with the Pension Fund. So, if the employer has 25 or more people on staff, documents can only be submitted electronically. We recommend. There, the employer will find software for preparing and checking electronic reporting for submission to the Pension Fund.

How to get

The employer is obliged to submit documents to the local Pension Fund office no later than 14 days from the date of writing the application. An inventory must be attached to the documents (form ADV-6-1).

• Studying data, entering changed information and issuing a new certificate takes a lot of time, so the Pension Fund of Russia is legally given 1 calendar month for all these actions. After this, a new document with a covering letter is sent to the organization’s address.
• The employer must provide a new certificate to the insured employee no later than 1 week. In this case, the employee signs the accompanying statement from the Pension Fund of Russia. This statement is sent back to the Pension Fund.
• If your personal data changes, you should immediately start exchanging SNILS, because the employer will continue to transfer money to the current account, but due to the change in data, it may go to the wrong address.

It should not be assumed that if the account number is assigned to the insured person forever, then there should be no errors in pension insurance. The funds may even simply freeze and not reach the policyholder’s account.

The video below will tell you how to change SNILS if your personal data changes:

Instructions for filling

Having prepared the papers, we begin to formulate the application. Consider the following conditions: Victoria Viktorovna Viktorova registered an official marriage. When registering, I changed my last name to Kostina.

Here is an approximate example of how to fill out ADV-2 when changing your last name, we proceed step by step:

1. We enter the personal data of citizen V.V. Viktorova. in the first block of the statement. SNILS, last name, first name and patronymic in this section should be indicated before changes.
2. In the next block we indicate only the changed personal data. There is no need to duplicate information that has remained unchanged. We register only a new surname according to the conditions of the example. We leave the remaining fields empty.
3. Now we indicate information about the identity document. In our case, this is a passport. We indicate the name of the document in accordance with the Classifier presented in Appendix No. 8 of the Resolution of the Board of the Pension Fund No. 485p dated September 27, 2019.
4. Next, write down the series and number of the document, the date of issue and the name of the authority that issued the passport.
5. Then we indicate the date of drawing up the application and sign it with the citizen who changed his personal data.

This is what a ready-made sample of filling out an application for exchange of an insurance certificate in the ADV-2 form looks like when changing your last name:

In addition to the application to change the SNILS data, a special accompanying inventory must be submitted to the Pension Fund.

More details: sample of filling out the accompanying inventory ADV-6-1

Regulatory regulation

The regulatory framework regarding writing applications in form ADV-2 is regulated by Resolution of the Board of the Pension Fund of the Russian Federation No. 192 dated July 31, 2006, edited on January 20, 2015. This document sets out the rules for filling out and provides a single sample form. The form can be obtained from the Pension Fund itself, or on its official website.

The application must be submitted within two weeks, especially if the person has just started a job. An employer who fails to submit an application on time faces penalties (Government Decree No. 318 dated March 15, 1997). The absence of an insurance number or incorrect submission of details does not pose any threat to an employee.

How to fill it out correctly

We fill out the application in the standard manner:

1. Provide personal details (full name, date of birth, gender and place of birth).
2. Record citizenship.
3. Enter your place of permanent residence (registered and actual). If the data matches, then there is no need to duplicate the information.
4. Indicate your phone number (work or home).
5. Enter the details of your identity document.
6. Put the date and signature of the citizen who lost the insurance certificate.

The form is then certified by the employer. The SNILS number is indicated, according to which deductions were made to the Pension Fund and reports were submitted.