How to prepare reports to statistical authorities using forms P-4 and P-4 (NZ)

Who should provide Form P-4 NZ in 2018

The legislation establishes that the P-4 statistics form is compiled by a legal entity.
persons in accordance with Order No. 349 of August 29, 2013, if the average number of employees is more than 15 people. It is necessary to take into account that the report reflects information not only on those working under labor contracts, but also on persons engaged under civil contracts. Part-time employees are also taken into account.

In this case, this report must also be submitted to separate divisions, branches and representative offices of organizations.

The obligation applies not only to domestic companies, regardless of their form of ownership, but also to foreign companies operating in Russia.

When a company is subject to bankruptcy proceedings, its officers must continue to file reports and submit them to statistics.

Form P-4 NZ may not be submitted only by organizations classified as small businesses.

To find out exactly whether you need to submit reports to statistics in 2018, the list of forms and deadlines for submission, you can use a special service on the Rosstat website.

Attention! Bankrupt organizations for which bankruptcy proceedings have not been completed are not exempt from submitting this report. Entrepreneurs do not prepare or submit these reports.

When and where to go

For the territorial branches of Rosstat, Form P-4 statistics are prepared in 2020 with the following frequency:

• if the organization employs less than 15 employees, then P-4 is submitted quarterly by the 15th day of the month following the previous quarter;
• if the company has 15 or more workers, then the report is submitted monthly, before the 15th day of the month following the previous one. Every month, information is also expected from legal entities that hold a license for the extraction of mineral resources, and companies registered (reorganized) in the current or previous year. For subsoil users and newly registered organizations, the frequency of delivery is not affected by the average number of employees.

Where are the reports submitted?

The order of Rosstat establishes that Form P-4 NZ must be submitted by organizations to the territorial body of Rosstat at their location. This can be either the address indicated in the registration documents or the actual location of the company if the activity is carried out in another area.

Deadlines for submitting form P-4 NZ

Form P-4 refers to quarterly reporting, therefore business entities must submit it at the end of the quarter no later than the 8th day of the following month.

If the final reporting deadline falls on a weekend or holiday, it is postponed to the next business day.

Thus, form p-4 NZ statistics in 2021 should be submitted:

• for 4 sq. 2021 - January 08, 2021;
• for 1 sq. 2021 - April 09, 2021;
• for 2 sq. 2021 - July 09, 2021;
• for 3 sq. 2021 - October 08, 2021;
• for 4 sq. 2021 – January 08, 2021.

How to make changes to reporting

In order to clarify the data previously provided to the territorial department of Rosstat for January-December of the reporting year, you should send changes in an official letter no later than January 15 of the year following the reporting year to generate final data on the number and salary of employees.

If you need to change information for July, November or another month, you should officially notify the territorial department of Rosstat. This can be done no later than the 15th day of the month following the reporting month.

Instructions for filling out the form in statistics P-4 NZ

Front side

Filling out form P-4 must be performed on the basis of the instructions that were put into effect by order of Rosstat.

On the front side of the form, you must write down the name of the company, its postal address, as well as the OKPO code assigned by Rosstat. It can be found in the assignment notice.

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Reporting to statistics: list of forms and deadlines for submission in 2018

In the event that the form P-4 NZ is issued by a branch, then it is necessary to indicate its OKPO code, as well as the identification number of the division. The latter code is also assigned by Rosstat.

Attention! The form must be filled out separately for each designated division or branch, as well as separately for the head division, excluding all branches.

The document contains information about the period for which information on the movement of employees in the company is reported to the government agency.

Reverse side

The reverse part looks like a large table. It indicates line by line various indicators about the number of employees of different categories, as well as an empty column for entering values. The numbers in it must only be integers. All information is provided as a whole for the entire company, without division into individual internal divisions or types of activities.

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Important! If any employee during the reporting period falls under the definition of several lines at once, then he must be counted as one unit and shown in the line in which he spent the maximum amount of time.

For example. The employee did not work all day for some time by agreement with the administration, then took a vacation without pay, and then went on a full day - it must be shown once in the line that in total takes up a greater number of days or hours.

Line 01 records the number of workers who perform their duties on a shortened working day. Moreover, such a short day is established at the initiative of the employer. This value must be lower than or equal to the sum of lines 08 and 13.

Line 02 indicates how many employees do not work for the company full time in accordance with the provisions of the employment agreement. This should also include workers who are on maternity leave to care for a child up to 1.5 years old, but at the same time do not work for the company all day. The value of this line must also be less than or equal to the sum of lines 08 and 13.

Line 03 records the number of employees who experienced downtime at work during the reporting period due to the fault of the company or for reasons beyond the control of the parties. Such reasons include the lack of tools, materials, shift assignments, an accident at the enterprise, interruptions in the supply of heating, water, electricity, etc. The value of this line must be less than or equal to the sum of lines 08 and 13.

Line 05 records the number of employees who were granted leave without pay during this period. The row value must be less than or equal to the sum of rows 08 and 13.

In addition, after filling out line 05, another control ratio is checked - the sum of lines 01, 02, 03 and 05 must be lower than or equal to the sum of lines 08 and 13.

Lines 06 and 07 include the number of workers who were hired by the company during this period in total, and for newly created jobs. In this case, the instructions state that if information is entered in line 07, then line 06 must also be filled in. In addition, the total for line 07 must be less than or equal to line 06.

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Important! If the organization has just been created, then the number of employees on lines 06 and 07 should be equal to each other.

Line 08 indicates the total number of workers who left the enterprise during the specified period. Moreover, further, in lines 09-12, it is necessary to decipher this number for the reasons for dismissal - agreement between the parties, layoff, personal desire of the employee.

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After filling out this block, you need to check lines 08-12 for the control ratio - the sum on lines 09, 10, 12 should be lower than or equal to line 08.

Line 13 records the total number of employees of the company as of the end of the reporting period. This includes all employees who currently have a valid employment agreement. People who work as part-time workers, as well as those performing work under a civil contract, are not included in the report.

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Important! If an employee quits on the day the reporting period ends, then he is not shown in line 13, but is taken into account when filling out line 08.

Line 14 indicates the number of employees who need to be hired by the company to fill vacant positions as of the end of the period. This number must be lower than or equal to the value in line 13.

Line 15 records how many employees plan to quit in the next reporting period. This number does not need to include employees whose fixed-term contracts are ending or who are retiring. The value of this line must be lower than or equal to line 13.

Lines 16 and 17 include the number of employees who are on maternity leave for up to 1.5 years and on leave from 1.5 to 3 years during the reporting period. If the responsible employee does not have the opportunity to divide all female employees with such leaves into groups, then only line 17 is filled in.

If an employee is on two vacations at the same time - up to 1.5 years with one child and up to 3 years with another, then she needs to be shown only in line 17.

At the same time, employees who are on vacation and at the same time working part-time are not shown here - they must be reflected in line 02. The value of each of these lines must be less than or equal to line 13.

Line 20 records the number of employees who perform duties on a rotational basis.

Lines 21 and 22 indicate the number of workers who, according to agreements concluded between organizations, are provided by other companies and sent to work for third-party companies.

After filling out the P-4 NZ form, it is signed by the person who is authorized to provide statistical data. It indicates your position, full name, date of filling, contact phone number and email.

What is the average headcount and how to calculate it

Many reports require determining the average number of employees. For this purpose, it is necessary to sum up the number of hired personnel for each day of the calendar month and divide the resulting value by the number of days in the period. Information about the actual presence of employees at workplaces is usually obtained from the working time sheet.

Depending on what kind of report is to be completed, the value of the average number can be determined for a month, quarter or calendar year.

Calculation of average headcount

Penalties for failure to submit a report

Responsibility for failure to submit a statistical report is established by the Code of Administrative Offenses. In this case, a document not submitted at all, sent at the wrong time, or filled with inaccurate data is considered a violation.

The fines are set as follows:

• For all types of violations, the organization may be subject to a fine of 20-70 thousand rubles. If such a violation is committed again in the future, the amount of sanctions may be increased to 100-150 thousand rubles.
• A fine in the amount of 10-20 thousand rubles may be imposed on the person responsible for sending the form P-4 NZ. If repeated violations of a similar nature are detected, it can increase to 30-50 thousand rubles.

Attention! The statistical authorities must decide whether to impose a fine on the perpetrator. At the same time, they are given a period of 2 months from the moment the violation is discovered.

If there are no indicators

Rosstat emphasizes that everyone is required to submit reports. If the company has not worked for some time or there is no data to be entered, for example, there are no employees who work part-time, it is acceptable to submit the forms with zeros. Another option is to send an official letter to Rosstat stating that the P-4 (NZ) or P-4 report was not submitted because there were no indicators in the reporting quarter.