Electronic work books from 2021: everything you need to know about the transition

In accordance with the amendments made to the Labor Code of the Russian Federation by Federal Law No. 439-FZ of December 16, 2019, starting from 2021, employers received the right to issue employee work books in electronic form (Article 66.1 of the Labor Code of the Russian Federation). This format has a number of advantages over the traditional paper version. Firstly, it is impossible to lose an e-book. The information will be stored on a server, and the employee or employer will be able to access it online. In addition, employers are freed from the need to purchase, register, maintain and store paper work books.

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What is an electronic work book?

An electronic work book is a digital analogue of a paper work book, which will display all the same information as in today's paper books. With the exception of information about education and awards, they will not be available in the electronic version.

All data on the labor activity of citizens will be collected in the information system of the Pension Fund, which began to be formed in 2021. To do this, employers will have to transfer to the Pension Fund all information about personnel changes.

All information on electronic work books in 15 minutes in our expert video:

They want to extend the notification period for the transition to electronic labor

Russian Minister of Labor and Social Protection Anton Kotyakov, during a videoconference meeting with deputies of the United Russia faction, said that the deadline for the transition to an electronic work book and the notification period for this could be extended again due to the coronavirus pandemic. Initially, citizens had to make a decision and employers had to notify the Ministry of Labor of their decisions by 07/01/2020, but due to coronavirus restrictions the deadline was extended until 10/31/2020. Now, as the minister said:

Taking into account the restrictions that are imposed on employers during the pandemic, there was a need - it, in principle, remains today - to postpone the introduction of an electronic work book. For now, we have extended this decision until October 31, 2020. Given the current restrictions, it is likely that we will come up with another initiative, pushing the decision a little further.

Only 30% of workers want to use electronic work books. This follows from notifications of those wishing to replace paper labor with electronic ones and survey data. The majority of Russians intend to continue maintaining a paper document about their experience.

Advantages of an electronic work book

An electronic work book, unlike a paper one, cannot be lost. A person will always be able to obtain up-to-date and reliable information about his work activity from the PFR information base. He will not have to make and certify copies of the digital work report for various authorities, plus it will become easier to get a job remotely.

Starting from 2021, employers will no longer have to create, maintain and store paper work books. An exception is cases when the employee did not want to give up paper. Then the employer will have to comply with both the old and new rules.

How can an employee obtain information from a work record book?

An employee periodically needs information from his work record, for example, to obtain a loan, to pass an interview, etc. If, in the case of a paper version of a work book, an employee needs to request an extract from it from the employer, forcing him to do additional paper work, in the case of an electronic document, this process has become simpler. Information from the electronic book can be obtained (Article 66.1 of the Labor Code of the Russian Federation):

• at the last employer;
• upon request to the Pension Fund or MFC;
• in your personal account on the Pension Fund website or the State Services portal.

If necessary, the information obtained in this way can be stored on a storage medium, printed or sent by e-mail.

Upon employment, the employee will be able to present the employer with an electronic work book either in printed form or in electronic form with a digital signature. The issue of providing an electronic work record book to other organizations (banks, consulates, etc.) remains unresolved today. We believe that this issue will be resolved by amending the regulations, or employers will have to submit copies in electronic form (signed with the employer’s electronic signature) or printed on paper.

What will happen to paper work books?

After January 1, 2021, employers will issue paper work books to employees. But only to those who choose the electronic labor option and write a corresponding application before the end of 2021.

If an employee does not want to give up paper work, he will have both paper and electronic ones. Employers will continue to keep labor records on paper, and at the same time will submit information about all personnel changes to the Pension Fund information base. If this employee changes jobs, the new employer will also be required to continue to maintain his paper work record and keep it.

At any time, a person who left a paper work record will be able to write an application and switch only to the electronic version, then they will give him the old one.

only those who already have one or will get a job for the first time this year have the opportunity to keep a paper work record Starting from 2021, paper work records will no longer be issued for new employees, and those who get a job for the first time have no choice: there will only be a digital option.

In order for existing employees to know about the upcoming changes and their right to leave paper work, employers are required to notify them about this in writing, ask them to make a choice and write an application by the end of 2021. More details about this below in the step-by-step instructions on switching to ETC.

How to switch to ETC

1

By June 30, 2021, notify staff in writing that the books will now be electronic and that they have the right to retain the paper version.

2

Until December 31, collect applications from employees to switch to the ETC or retain a paper book.

3

It is possible that when switching to the ETC you will have to change a number of local acts, for example, internal labor regulations. Do this before the end of 2021.

4

Ensure stable internet and register in the services through which you will submit information about employees. You can report through the policyholder’s electronic account on the Pension Fund’s website or use the electronic document management system if you already submit reports through it.

How information will be transferred from old work books

From old books, employers will transfer only information about the last place of work to the electronic database of the Pension Fund. There is a new report for this SZV-TD .

Earlier information about the employee’s work experience will not be lost - it is already in the Pension Fund of Russia databases, because since 1997, with the entry into force of Law No. 27-FZ “On individual (personalized) accounting in the compulsory pension insurance system,” individual personal accounts have been opened for working citizens and Based on employers’ reports, information about the insurance period was uploaded to them.

True, from this information you can find out the length of service and the name of the company, but not the position held. When applying for a new job, a person will be able to confirm the positions he held before 2020 only using a paper work report that he will have in his hands. There will be no such information in electronic labor documents.

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Step-by-step transition algorithm

The employer or personnel service must notify employees of the transition to the new accounting form by 01/01/2021. The employee needs to decide on the type of accounting and write a corresponding application. It is advisable to issue an order on the transition to electronic work books, appoint responsible persons, and approve the transfer procedure.

Step 1: Notify employees

Individual clarifications or a single information message are possible. It is important that the notification of the transition to electronic work books be in writing. Introduce it to all employees.

Step 2. Employees write statements

Workers are allowed to think about how to switch to electronic work books until the end of 2021. For convenience, prepare 2 versions of the application in advance and send it to your employees.

Preparation and transition to electronic work books in 1C are already underway, application forms and reports have been implemented.

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Step 3. Checking paper forms

The legislator recommends checking the completion of paper documents so that there are no discrepancies between the handwritten and digital versions. Otherwise, the SZV-TD report will contain incorrect information.

Step 4. Preparing to submit new reports

The report was first sent in February 2021. Personal accounts have been opened for each citizen of the Russian Federation at the Pension Fund of Russia. From 01/01/2020, they will have a section “Information on work activity”. It is filled in with data from the SZV-TD report.

There is a gradual transition to electronic work books, the latest news contains unresolved issues: it is not yet clear whether to submit a report if there have been no personnel changes.

If employees have written applications to switch to ETC or there have been personnel changes, a report is required.

In 2021, the report is submitted by the 15th day of the month following personnel movements. In 2021, the procedure will change: after hiring or dismissing an employee, he is sent no later than the day following the event.

Step 5. Changing internal personnel documents

Local acts must be adjusted in accordance with the change.

Those employees who have refused to keep paper books need to make an entry in them - as the Ministry of Labor said in Letter No. 14-2/B-150 dated February 12, 2020.

Step 6. Issuing paper work books to employees

From 06/01/2020 to 12/31/2021, an employee chooses the format for recording his activities: digital or paper. If he saves the paper version, he will still have the opportunity to switch to the ETC in the future. If you choose the electronic version, returning to paper is not possible.

IMPORTANT!

For employees who refuse paper books, the employer is obliged to issue them on the day the relevant application is received. Previously, officials argued that in such a situation it is worth following the rules for issuing work-related documents, that is, providing a work book no later than 3 working days from the moment the employee expresses a desire to switch to electronic data exchange, but in a letter dated 08/12/2020 N 14- 2/OOG-12933 changed their minds.

An entry is made in the TC Traffic Record Book:

Issued in person on the basis of a written application from Kira Aleksandrovna Sinyukova for her employer to provide her with information about her work activity in accordance with Article 66.1 of the Labor Code of the Russian Federation (Part 2 of Article 2 of Federal Law No. 439-FZ).

Procedure for filing SZV-TD from 2021

From January 1, 2021, the temporary order will become permanent - each personnel event will need to be reported no later than the working day following the day the corresponding order is issued.

What are these personnel events that we talk about all the time? Here is a table that lists all the events that must be reported to the Pension Fund and their codes:

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You can create, check and send SZV-TD, as well as any other reporting, using the Astral Report 5.0 :

• creating documents in the service or importing data from accounting automation programs;
• checking reporting for completeness and correctness of completion;
• transmission of reports certified by a qualified electronic signature (CES) - legally significant document flow;
• automatic updating of reporting forms;
• exchange of informal documents with regulatory authorities.

Instructions for forming SZV-TD

Form SZV-TD: how to fill out

In order for the Pension Fund to regularly receive new information about the length of service of employees, a new type of reporting appears in the SZV-TD form. It must be filled out for all officially employed or dismissed employees, as well as record other personnel changes there and reflect information about the submitted application for the chosen employment format.

Fill out and submit the SZV-TD form online in 2021

Requirements for filling out the form

The forms are filled out in ink, with a ballpoint pen, in block letters, or using computer technology, without any marks or corrections. In this case, you can use any colors except red and green. The document in the SZV-TD form is certified by the signature of the head or authorized representative and the seal of the organization. The employer, who is not a legal entity, certifies the documents with a personal signature.

Information about employees, about the policyholder, about the reporting period (for the SZV-TD form when submitted monthly), as well as information about the labor activity of employees is required to be filled out. The "null" form is not presented.

In column 1 of the table of the SZV-TD form, the numbering is continuous. Numbers must be listed in ascending order and not repeated.

The values ​​in the columns “Date (day, month, year) of admission, transfer, suspension, dismissal” and “Date” in the subsection “Base” are indicated in the format DD.MM.YYYY. When submitting the SZV-TD form on a monthly basis, they must be within the reporting period, which is indicated in the “Reporting period” field.

Employer details

In the field “Registration number in the Pension Fund of Russia” you will need to indicate the number assigned to the policyholder upon registration. It must consist of 12 digits in the following format: XXX-XXX-XXXXXX.

In the “Name of organization / individual entrepreneur” field, you should indicate the same name of the company as in the constituent documents, the name of the OP or a branch of a foreign company that operates in Russia. If such information is provided by an individual entrepreneur, lawyer or notary, then they will have to indicate the full last name, first name and patronymic - as in the passport.

In the “TIN” field, indicate the TIN of the employer - an organization (10 characters) or an individual (12 characters).

The value in the “KPP” field must consist of 9 digits or be absent.

Employee information

The employee’s last name, first name and patronymic will need to be filled in in Russian letters in the nominative case. In addition, be sure to enter your SNILS number. Information about employees must match those indicated in the insurance certificate or in the ADI-REG form.

Information about the submitted application

Here you need to indicate which method of maintaining the work record book the employee chose - paper or electronic, as well as the date of submission of the application.

If you need to adjust the date of the application submitted by the registered person, you must submit the SZV-TD form and indicate the new date for filing the application in the appropriate line.

If you need to cancel previously submitted information about applications, enter the previously specified date for filing the application and put an “X” in the “Sign of cancellation” field.

Please note: an application in which the employee chooses the preferred form of work record is already the basis for filing a SZV-TD.

Reporting period

The “Reporting period” field is filled in when submitting the form monthly. The month number is indicated in MM format. Also in this section you need to indicate the year in YYYY format to which the reporting month relates. It must be greater than or equal to "2020".

Information about the employee’s work activity

In the column “Date (day, month, year) of admission, transfer, suspension, dismissal” you must indicate the date of the personnel event in the format DD.MM.YYYY. The type of personnel event should also be indicated in a separate column:

Filling out the “Name” subsection

The column “Labor function (position, profession, specialty, qualification, specific type of assigned work), structural unit” of the subsection “Name” must be filled out according to the staffing table. Some positions have benefits or restrictions, so they must be called as required by qualification reference books.

In the column “Code of the function performed (if any)” (to be completed from January 1, 2021), a code of seven alphanumeric characters is indicated in the format “ХХ.ХХХ-Х-Х”, where

• the first five digital characters, separated by a dot, are the code for the name of the type of professional activity (Section I of the professional standard), containing a generalized labor function, which includes the work performed by the employee by position (profession), specialty (Section III of the professional standard);
• the last two alphanumeric characters (Section II of the professional standard) - the letter character of the code of the generalized labor function and the digital character, the level of qualification to which this generalized labor function belongs.

In case of dismissal, in the column “Reasons for dismissal, clause, part of the article, article of the Labor Code of the Russian Federation, federal law,” the reason for termination of the employment contract under the Labor Code of the Russian Federation or other federal law and the clause, part of the article, article of the Labor Code are indicated without abbreviations.

In the column “Name of the document” the type of document is indicated (order, instruction, other decision of the employer), and in the columns “Date” and “Document number” - the date and number of the order or instruction according to which the employee was hired (transferred, dismissed, etc.) .d.).

The date is indicated in the format DD.MM.YYYY, and the document number is indicated without the “No” sign.

If the name of the organization changes during work, then in the “Type of event” column of the “Information about the employee’s work activity” section, you must indicate “Renaming” in a separate line. In the columns of the subsection “Base” the data of the document on the basis of which the company was renamed is entered, and in the column “Labor function (position, profession, specialty, qualification, specific type of assigned work), structural unit” it is indicated that “the old name of the insured” from the specific numbers have been renamed to “new name of the policyholder”.

If it is necessary to cancel a record of work activity for a registered person, the policyholder submits the SZV-TD form, filled out in full accordance with the initial information that needs to be canceled, and in the column “Indication of cancellation of the record of information on admission, transfer, dismissal” the sign “X” is entered "

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Transition order step by step

The transition was gradual and included the following stages:

1. Before July 1, 2021, each employer was obliged to notify each of its employees about the possibility of a transition and that now all data on the work experience of citizens will be stored in the Pension Fund of the Russian Federation.
2. Once all employees were informed of the possibility of transfer, they were to be given forms to consent or refuse to maintain paper records.
3. Next, all employers had to check the correctness of maintaining existing paper work books. This is necessary for further correct reporting in the SZD-TD form.
4. The final stage is checking and changing the company’s internal documentation and introducing new provisions taking into account the updated provisions of the Labor Code of the Russian Federation.

Maintaining electronic documentation while saving a paper version

The employee’s choice of a paper version of maintaining a work record book does not relieve the employer of the need to submit information about his work activities to the Pension Fund of the Russian Federation. Therefore, the data in the database, for the formation of which the Pension Fund is responsible, will be accumulated in any case, and this will facilitate the transition to the ETC if the employee decides to stop using the paper version of the work book.

Persons who have not refused to keep a work record book on paper are required to provide this document to the employer upon employment (Article 65 of the Labor Code of the Russian Federation), and the employer is obliged to keep it, make entries in it reflecting personnel events and return it to the employee upon dismissal (Article 65 of the Labor Code of the Russian Federation). 66 Labor Code of the Russian Federation). When maintaining a paper work record book, the employer does not need to create a document in the STD-R form upon dismissal.

What is the STD-R certificate?

Starting from January 1, 2021, employers will be required to issue the STD-R certificate “Information on the employee’s work activity” at the request of the employee and to all resigning employees. The Ministry of Labor posted the draft new form on its portal for public discussion.

The form of the certificate will be similar to the SZV-TD report with the difference that the employer enters into it data for the entire time the employee worked for him, and not just for the reporting period.

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Documents for dismissal and employment according to the ETC

When a person who has chosen the electronic option of maintaining a work record is dismissed in 2021, as a document reflecting the fact of work, he will receive from the employer a document drawn up in the STD-R form and containing information about labor activity for the period of work with this employer (Article 66.1 Labor Code of the Russian Federation). This document can be generated either on paper or electronically. The choice of the type of document remains with the employee.

Upon further employment, the STD-R form is presented to the new employer along with a work book reflecting the places of work preceding the last place of work (Article 65 of the Labor Code of the Russian Federation). Presentation of a work book for persons who began their working career before 2021 will be mandatory, since only from it the employer will be able to find out:

• where exactly, in what position (in what profession) and for how long the employee worked before 2021;
• what is the length of his insurance period for the purposes of calculating payments for sick leave.

After reading the work book and entering information from it into the employee’s personal card, the employer is obliged to return it to this employee without making any entries in it.

The work book can be replaced by information about work activity issued by the Pension Fund of the Russian Federation, since the document generated by the fund (it is drawn up in the STD-PFR form) must include data on employers and periods of work with them, collected on the individual personal account of the future pensioner for the entire period of his employment. activities (Order of the Ministry of Labor of Russia dated September 17, 2020 No. 618n). Information compiled according to the STD-PFR form can be obtained not only from the Pension Fund itself, but also from the MFC and through the unified portal of public services (Article 66.1 of the Labor Code of the Russian Federation) and this can be done while located at a distance from the region of the last place of work. The document drawn up according to the Pension Fund of Russia will remain with the employer.

There will be no need to present a work book for persons who first began their labor activity in 2021 or 2021, since all information about this activity will be fully included in the ETC of such persons and will be generated by each employer upon dismissal using the STD-R form. It can also be obtained in the form of a single document from the database formed in the Pension Fund.