Checking sick leave in the Social Insurance Fund by number online in 2021

Decree of the Government of the Russian Federation No. 294 of March 18, 2021

Resolution No. 294 appeared at a time when the situation with coronavirus in Russia began to rapidly deteriorate, and it was then that the first restrictive measures were taken.

Citizens were advised not to leave their homes, and people were able to receive all necessary government services via the Internet using the state portal. As a result, from March 20, 2021, Russians were able to apply for sick leave through State Services.

Important points of the resolution:

• The opportunity applies only to citizens who are in quarantine due to coronavirus. These are persons arriving from abroad and those who live with them;
• Payments of disability benefits are calculated and carried out by the Social Insurance Fund (SIF) on the basis of an electronic sick leave certificate signed with the digital signature of a medical organization. It could have been issued through State Services;
• the application can be submitted for another person. For example, a State Services user sends an application from his account to his husband, wife, child, parent, anyone. All details of the person who needs sick leave are indicated;
• scans or photos of all necessary documents are attached to the online application;
• First, the application goes to the Social Insurance Fund, and the next day to the authorized medical organization. She, in turn, generates an electronic certificate of incapacity for work for a period of 14 days.

An important point is that these rules for receiving sick leave through State Services were in effect until July 1, 2021, at the height of the pandemic. Today, the issuance of certificates of incapacity for work is carried out in a standard way - through the attending physician.

So, if you want to get sick leave through your personal account on State Services, you will not succeed. This service is currently discontinued. You need to go to the clinic at your place of residence.

Ways to check

There is no single verification methodology. There are many ways to spot a fake. Some of them give clear results immediately, others require time. If an accountant has the opportunity, it is better to use not one, but several verification procedures. To identify a fake, you can:

• conduct an analysis of the visual compliance required by this strict reporting form;
• contact the medical institution that issued the form;
• check the certificate of incapacity for work by number online through the territorial branch of the Social Insurance Fund;
• send a letter to the regional Social Insurance Fund with a request to verify sick leave;
• check by barcode: run your finger over the surface of the barcode or illuminate the form in an ultraviolet lamp.

The most effective way is to control counterfeits through the Social Insurance Fund. Sometimes only external verification is enough; counterfeit forms differ significantly from the original ones.

About electronic sick leave certificates

There is another option on the state portal related to certificates of incapacity for work. A citizen can request information via electronic sick leave.

Since 2021, medical organizations have the right to abandon paper sick leave certificates in favor of electronic ones. This is both more convenient and eliminates situations with counterfeits. Now the doctor who has placed the patient on sick leave draws up the form electronically.

In this case, the patient has the right to choose the type of document. If it is convenient for him, he can initiate the issuance of a standard form familiar to everyone.

When generating an electronic document, the doctor gives the patient a coupon with a number, and you can use it to check the electronic sick leave at State Services. The employee transfers the same number to the accounting department to receive the required disability payments.

The employer, in turn, will find the sick leave certificate in the Social Insurance Fund database, having previously concluded an agreement with the Fund on the transfer of information. To exchange information, a special FSS program is installed on the accountant’s computer, from which information about electronic sick leave is obtained by their number.

Conditions for switching to ELN

Based on the current version of Article 13 of Law No. 255-FZ, sick leave in electronic form is issued to a sick employee only with his written consent. Moreover, if the employee gave such consent, and it later turned out that his employer does not yet work with the ELN, the right to benefits will remain. As explained by specialists from the Federal Social Insurance Fund of Russia, in this case, the medical organization, at the request of the employee, must cancel the ETN and issue him a sick leave certificate on paper (letter dated 08/11/17 No. 02-09-11/22-05-13462).

For employers, the transition to ENL is currently also voluntary. No liability has been established for those who do not gain access to the Social Insurance Unified Information System and will not be able to work with the new format of sick leave. Likewise, no “bonuses” are provided (exemption from inspections, faster reimbursement of expenses, etc.) for those who connect to the electronic sick leave system.

To start working with the new system, you need to perform a number of actions. Firstly, purchase an enhanced qualified electronic signature (if you don’t already have one), since only this type of signature can be used when working with electronic electronic signature (clause 16 of Rule No. 1567 and clause 74 of Procedure No. 925n).

Attention

It follows from paragraph 74 of Order No. 925n that both the director and the chief accountant (or other employee authorized to keep accounting records) will need an electronic signature.
However, in practice, the FSS accepts electronic sick leave signed by one UKEP: either the manager or the chief accountant. For more details, see “The procedure for issuing sick leave is changing: what should an employer do.” Receive an enhanced qualified electronic signature certificate in an hour

Secondly, install a special program on the computers of employees working with electronic signatures to verify electronic signatures and protect information.

Finally, thirdly, it is necessary to select the software with which the organization will work with ENL. Currently, there are three options for such software (subparagraph “a”, paragraph 10 of Rules No. 1567). Thus, you can use software provided by the state: the policyholder’s personal account on the Social Insurance Fund website with access through the state portal, available on the fund’s website. You can also use special accounting services that have the ability to work with electronic sick leave. For example, all actions necessary to work with ENL can be performed in the system for preparing and sending reports “Kontur.Extern”.

Work with electronic sick leave and submit all related reporting through Kontur.Extern

Next, you need to inform all employees that the organization has switched to working with ENL. In particular, it should be explained to employees that they can now demand that medical institutions issue sick leave in electronic form, which will undoubtedly save them time.

At the end of the procedure, it is possible to conclude an agreement on information interaction with the regional branch of the Social Insurance Fund (the corresponding forms are usually posted on the websites of the branches).

How to view sick leave through State Services

A sick leave certificate is requested by a citizen through his personal account on the State Services. That is, you must already have a verified account on the state portal. As a result, a person can view the information remotely and make sure that the document is filled out correctly.

Procedure:

Log in to the State Services website using your credentials. On the main page of the portal, enter into the search “Request for information on an electronic certificate of incapacity for work.” Next, you need to click on the name of the corresponding section.

The order information section will open. The citizen’s data will already be entered, since the account is personalized. To make a request, you only need to enter the number of the electronic certificate of incapacity for work, which is reflected in the coupon issued by the doctor. You can also order a review of sheets for a given period.

The system processes the information and displays the information within a few seconds.

Electronic sick leave through State Services is provided to the customer free of charge. He is needed more for his own peace of mind, for checking data. The information to the Social Insurance Fund is still provided only by the employer.

Who may need sick leave verification?

Circle of persons with access rights:

• FSS;
• clinic;
• employer;
• worker-patient.

Each of them has the right to view the newsletter for different purposes.

Where can an employer find electronic sick leave?

Step-by-step instruction:

1. Ask your subordinate for the reference code.
2. Log in to your policyholder account.
3. Go to the “Electronic sheets” section.
4. Click “Request Sheet”.
5. Indicate the specific sick leave number and SNILS number of the employee.
6. Select a certificate confirming that the company has the right to submit a request to the Social Insurance Fund, if the system requires it.
7. The newsletter will open.

The manager can fill out the necessary information, save it and send it to the Foundation.

How to check sick leave for a doctor?

The doctor needs to log in to his personal MTU account using an electronic digital signature. A list of sheets will open, select the one you need from among them. For convenient searching, there are the same filters as the employer’s; for example, you can find a document by SNILS number.

The doctor can make adjustments, additions to the electronic newsletter, close or delete, if there are grounds for this.

How to check sick leave for an employee?

For patients themselves, information is presented in the online account. Just go in, select the required sheet by number from the coupon issued by the attending doctor, and the service will open the ELN.

Accounting check

The employer can analyze it himself or entrust this matter to the chief accountant, whose signature must be there. The employee finds the document using the same instructions as the manager, makes changes, and corrects errors.

Does the FSS check?

Fund employees check sick leave certificates for correct calculation of the amount to be paid, correct completion, and compliance with state standards.

With paper options, it was more difficult in this regard, since any correction became a reason to reject the payment. It has become easier with the digital form, because you can make changes in your personal account on the government agency’s website.

For pregnancy and childbirth

Sick leave for pregnant women is issued at the antenatal clinic where the woman is being observed. May be issued in paper or electronic form. The doctor, the boss at work and the mother herself also have access to the document. In the online account you can view all the basic data on the ballot.

65+

When the Covid pandemic began, federal authorities decided to temporarily provide pensioners over 65 years of age who continue to work with the opportunity to avoid visiting the clinic to receive sick leave during quarantine.

It is enough to call your boss at work, report your poor health and desire to apply for an electronic health insurance, then contact a medical institution.

At first, this procedure was in effect for specific periods of time, then it was extended. Now it will be applied until the self-isolation regime due to coronavirus ends in the specific region where the patient lives. In each region, republic, autonomous district or territory, local self-government bodies determine their own quarantine periods.

Those who work remotely or are on annual paid leave are not entitled to receive certificates remotely.

Citizen’s personal account on the FSS website

The Federal Social Insurance Fund also has a website and offers citizens and employers to use personal accounts. Login on the website lk.fss.ru. Having accessed it, the user sees two main sections:

For citizens, the first option is provided - the Service Recipient's Account. The second is the employer’s working tool, where he can receive information about employees’ sick leave certificates.

Login to your FSS personal account is performed by authorization through State Services. That is, here everything is interconnected; a verified account on the state portal is required.

What information on sick leave can be obtained in your FSS personal account:

• view electronic certificates of incapacity for work;
• view information on accrued benefits;
• study information on rehabilitation programs, submit applications;
• sending and receiving information on applications for sanatorium treatment;
• viewing information on accidents and occupational diseases;
• generating various requests to the FSS, tracking the progress of the case and responses.

If you go to the electronic sick leave sheets tab, information will open on all open sheets addressed to the authorized user. By clicking on a document number, you can view full information about it:

An example of what this page looks like:

In the benefits and payments section you can see financial information that relates to electronic certificates of incapacity for work:

It is impossible to track payment of sick leave through State Services. This information is available only in the Social Insurance Fund, and it is reflected in the personal account of the insured citizen.

Practical conclusions

Let's summarize. The transition to working with electronic certificates of incapacity for work has positive aspects both for the employer (the risks of receiving fake sick leave are eliminated, as well as loss of documents during storage), and for employees (they can receive benefits faster). The disadvantages of working with ELN are currently related to the technical side of the issue. You will also have to purchase the necessary software and UKEP certificates (if they do not already exist).

In any case, today every employer has the right to decide on the issue of switching to ENL independently. Current legislation does not oblige insurers to ensure work with electronic sick leave certificates, and does not establish any liability for those who have not connected to the Social Insurance Unified Insurance System.

How is sick leave paid?

Payment of sick leave through State Services is not carried out; this issue is dealt with by the FSS in cooperation with the employer. The initial sick leave period cannot exceed 15 days. If the person has not recovered during this period, a commission is appointed that decides on the further extension of the document.

Payment order:

1. The employee transfers the closed sick leave to the accounting department or reports the number of the electronic sheet.
2. Within 5 days, the employer sends information to the Social Insurance Fund.
3. Within 10 days after receiving the information, the Fund sends the required amount of benefits to the employee’s account.

In some regions, the benefit is paid by the employer, and later receives compensation from the Social Insurance Fund. But from 2022, all payments will be made only by the fund.

State services and the Social Insurance Fund do not issue sick leave. The State Portal can only provide information about the sheet. The FSS also provides support for sick leave and regulates payment for it. Only doctors can issue forms or electronic versions. Due to quarantine, the issuance period through State Services ended in the summer of 2021.

What to do if a fake is discovered when checking a certificate of incapacity for work

If during the inspection a falsification of the document is discovered, then the employer should not assign benefits and pay sick leave based on such a sheet. However, due to the lengthy check times, it is better to pay for the sheet immediately to avoid fines. If the sick leave is still fake, in the future the employer will be able to return its part of the benefit by withholding up to 20% of the employee’s salary for some time.

If your employee presents a false document, he can be held accountable:

• Disciplinary responsibility . Since a fake sick leave cannot justify missing a day of work, the employee can be subject to disciplinary action for absenteeism, up to and including dismissal.
• Material liability . If you have already paid the employee the required benefits, you can demand reimbursement of these costs or deduct them from the salary.
• Criminal liability . The use of a forged document falls under Article 327 or 159.2 of the Criminal Code of the Russian Federation. To bring an employee to criminal liability, contact the police department, where they will establish all the circumstances of the unlawful action.

FAQ

Is it possible to see a sick leave certificate in your personal account on State Services?

Yes, if we are talking about an electronic document. Information is provided by the sheet number that the patient receives from the doctor.

Is it possible to get an electronic sick leave through State Services now?

No, such a service is not currently provided. It was introduced as an emergency measure from March 20, 2021 to July 1, 2020 and applied only to citizens who were quarantined for coronavirus.

Who ultimately pays for sick leave?

Funds for payments come from the Social Insurance Fund. Now it is almost always the fund that calculates the benefits and transfers them. In some regions this is done by employers, but from 2022 this authority will completely transfer to the Social Insurance Fund.

Is it possible to track the calculation and payment of sick leave through State Services?

No, the state portal does not provide such information. But the information is available in your personal account on the FSS website, which can be accessed through authorization on the State Services.

Is it possible to get a regular sick leave certificate instead of an electronic one?

You can initially tell your doctor that you need a paper form.

Sources:

1. Public services: How to apply for sick leave during quarantine.
2. FSS: Office of the recipient of services.

about the author

Irina Rusanova - higher education at the International East European University in the direction of "Banking". Graduated with honors from the Russian Economic Institute named after G.V. Plekhanov with a major in Finance and Credit. Ten years of experience in leading Russian banks: Alfa-Bank, Renaissance Credit, Home Credit Bank, Delta Credit, ATB, Svyaznoy (closed). He is an analyst and expert of the Brobank service on banking and financial stability. [email protected]

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Account settings

Work in the system, as a rule, begins with studying personal data about the user. It requires activating additional menu items, which are opened by clicking on the three dots located in the upper right corner. One of the sections is called “Information about the policyholder.”

It contains the following information about the insurer:

• full and abbreviated name of the legal entity;
• address and contacts of the organization;
• data from the Federal Tax Service and the Federal Tax Service of the Russian Federation on the payer of taxes and mandatory social contributions.

Comments: 14

Your comment (question) If you have questions about this article, you can tell us. Our team consists of only experienced experts and specialists with specialized education. We will try to help you in this topic:

Author of the article Irina Rusanova

Consultant, author Popovich Anna

Financial author Olga Pikhotskaya

1. It's a little cold Lyudmila
   09/04/2021 at 16:19 Good afternoon! The employer returned the sick leave certificate, stating: When requesting a certificate of incapacity for work, an error occurred: ELN with number 400561654346, SNILS 00117710685 is not in the database. Certificate of incapacity for work in paper form. The clinic said that paper sick leave should not be present in the database. What should I do next to get paid sick leave?
   Reply ↓ Anna Popovich
   09/04/2021 at 20:31

   Dear Lyudmila, if there is no sheet in the database, you can submit a written request to the territorial branch of the FSS of Russia at the location of the organization. Please attach a temporary disability certificate to your request.

   Reply ↓