Form SZV-STAZH: rules for online verification on the Pension Fund website

When and why do you take SZV-STAZH

The form is designed specifically for policyholders to transfer personalized information on insured employees and employees under civil law and licensing agreements to the Pension Fund. The report is submitted to the territorial Pension Fund in two cases:

1. If necessary, assign payments to an employee who is retiring. There are no deadlines, the form is submitted as needed.
2. Report for the year. Deadline: March 1 of the year following the reporting year. The annual SZV-STAZH indicates information about the periods worked, accrued and paid pension contributions for the year.

Inspection lawyer in Yekaterinburg

Inspections of the Pension Fund of the Russian Federation, as well as inspections of other bodies, may disturb the person being inspected. In order to protect the rights of persons who are inspected by the Pension Fund of the Russian Federation, our lawyers at the Law Office “Katsailidi and Partners” are ready to provide legal assistance during such inspections. By contacting our lawyers, you can use the entire list of services for inspections of the Pension Fund of the Russian Federation or limit yourself to only some individual actions.

Our lawyers will provide the following legal services:

• advise on inspections of the Pension Fund of the Russian Federation
• study documents related to the inspection and give your legal opinion
• participate on behalf of the principal in inspections of the control body
• appeal actions (inactions), challenge decisions of the pension fund on inspections, by preparing complaints (applications)
• represent the interests of the principal when appealing actions and decisions
• provide other legal services

Which form to use

The original SZV-STAZH form was approved by Resolution of the Board of the Pension Fund of the Russian Federation No. 3p dated January 11, 2017 and began to be used on March 5, 2017. From 01/01/2019, a new form of the form is in effect (Resolution of the Board of the Pension Fund of the Russian Federation No. 507 of 12/06/2018). The regulations for preparing reports based on personalized accounting data have also changed.

And although visually the pension register has not changed much, specialists should carefully compile information and follow the new filling out rules. And after the report is compiled, check SZV-STAZH on the PFR website online.

General procedure for on-site inspection

On-site inspections are carried out by fund employees, guided by Article 35 of Law No. 212-FZ dated July 24, 2009 and Methodological Recommendations approved by Order of the Board of the Pension Fund of the Russian Federation dated February 3, 2011 No. 34r.

Such a control event usually takes place on the territory of the contribution payer (i.e., the employing organization). But there is an exception. If the policyholder does not have the opportunity to provide premises for the inspection, then it will be carried out at the territorial office of the Pension Fund of Russia. This is stated in Part 1 of Article 35 of the Law of July 24, 2009 No. 212-FZ.

An on-site inspection begins with Pension Fund employees presenting the contribution payer with a decision to conduct an inspection. Such a document must indicate the composition of the inspectors and the period under inspection, which cannot be more than three years (Parts 4–9 of Article 35 of the Law of July 24, 2009 No. 212-FZ). Make sure that the inspectors have such a decision in their hands. And check your service IDs along with it. If they do not have such documents, then you have the right not to allow them to enter the organization’s territory for inspection.

You must familiarize yourself with the presented decision and put your signature. After this, the Pension Fund employee will present a request for the presentation of documents. By the way, if the inspection is carried out jointly with the Federal Social Insurance Fund of Russia, then each fund must have its own requirement. And these requirements will have to be fulfilled separately, independently of one another. That is, the documents will need to be prepared in two copies.

The on-site inspection ends on the day when the fund’s employees draw up a certificate confirming its conduct. In total, the on-site inspection cannot last longer than two months (Parts 11, 14, Article 35 of the Law of July 24, 2009 No. 212-FZ).

In some cases, the inspection period can be extended to four months, and in exceptional cases - to six months (Part 11, Article 35 of the Law of July 24, 2009 No. 212-FZ).

The basis for extending the on-site inspection to four and (or) six months may be:

• obtaining during the inspection information that indicates the presence of violations of the legislation on insurance premiums in the organization and requires additional verification;

• force majeure circumstances in the territory where the inspection is carried out;

• the presence of four or more separate divisions within the audited organization;

• failure to submit (untimely submission) by the organization of documents necessary for conducting an on-site inspection.

This is stated in Part 11.1 of Article 35 of the Law of July 24, 2009 No. 212-FZ.

To extend the period of an on-site inspection, the PFR branch that conducts it must send a reasoned request to the higher authority of the fund. Based on this request, the head (his deputy) of the higher authority will decide to extend the on-site inspection or refuse such an extension.

This procedure is provided for in Part 11.2 of Article 35 of the Law of July 24, 2009 No. 212-FZ.

Who prepares the report

Personalized data in the Pension Fund for the reporting year or upon retirement of an employee using the SZV-STAZH form is provided by categories of employers who pay insurance premiums:

• legal entities engaged in commercial activities;
• non-profit organizations;
• budgetary, autonomous and government institutions;
• individual entrepreneurs who employ employees.

Individual entrepreneurs who do not have GPC employees, contractors or other employees do not submit a register for the reporting year.

What documents can the Pension Fund of the Russian Federation request during an inspection?

As part of a specific inspection, inspectors have the right to submit requests for the provision of documents.

The requested documents must relate to the subject of the inspection.

In addition, constituent documents, orders on accounting policies, accounting, organizational, administrative and other documents are subject to request from the institution.

A possible list of documents that may be required is given in the methodological recommendations approved by Order of the Board of the Pension Fund of the Russian Federation dated 02/03/2011 No. 34r.

Changes in the reporting form SZV-STAZH

What innovations await the specialist in the modified form and how can you now check the SZV-STAZH report online? The main adjustments affected the tabular part of the register, data on which is included in block 3 “Information on periods of work of insured persons”. Column 14 must reflect the periods that are included in the total insurance period of the unemployed, that is, data will be indicated here on those time periods when the insured person was not officially employed, but such a citizen took part in paid public work.

The procedure for filling out the new SZV-STAGE form for the year indicates how to conduct periods of replacement of state and municipal employees, as well as periods of time during which the employer did not accrue insurance premiums for a specific employee, but the insurance period was not interrupted (for example, sick leave). In such cases, 2 report lines are entered for the employee. The first line contains the appropriate code:

• ZGDS;
• ZGGS;
• DDG;
• ZMS;
• PMD.

The second line also contains the required code. For example, in a situation with temporary disability, the code “OUTSIDE WORK” should be indicated. The main thing that a specialist must remember is that the time period from the second line should not contradict the period from the first: the period of deviation is included in the total period of work for the year or they can be equal.

The SZV-STAZH report form and the procedure for filling it out, which came into effect in 2021, are used both for annual reporting and for special cases of early submission of the form.

What details affect the report?

The correctness of any report is affected by the settings of certain program parameters. SZV-STAZH is no exception. To be sure of the accuracy of the report, you can check the personal cards of employees:

1. From the Work Book tab, the report includes data on the employee’s periods of work, as well as information on working conditions that give the right to preferential pension benefits (Territorial working conditions, Special working conditions, Basis for calculating the length of service and Basis for early retirement).
2. On the Leave tab, pay attention to periods that are important for calculating your pension; for example, parental leave should be reflected, as it directly affects your length of service.
3. Information about periods of temporary disability should be reflected on the Medical data tab.
4. On the Positions Performed tab, namely in the Staffing Unit card, it is important to fill in the details Working conditions - the same columns that are entered into the employee’s personal card when hiring (Territorial working conditions, Special working conditions, Basis for calculating the insurance period and Basis for early retirement pensions). Please note: in version 1.23 of the program, the “Lists” option is provided: if you select List 2, the Special working conditions attribute will be filled in automatically.

If you find that some data is missing, you can enter it using the appropriate orders.

If there are special conditions, then you should pay attention to the Special working conditions (additional) tab, because the EDV-1 form contains information about the specifics of work and documents confirming the right to preferential pension benefits.

Reporting verification procedure

The policyholder is obliged to check the report immediately before submitting it to the Pension Fund. We will present step-by-step instructions for the policyholder's verification actions.

Step 1. Identify technical errors. It is necessary to check the number of insured persons indicated in the report for the year with the official number of employees as of the reporting date, as well as with another document provided to the Pension Fund of the Russian Federation - form SZV-M.

Step 2. We review the correctness and completeness of filling out the employer’s details, check the full name. manager, presence of signature and seal in the report.

IMPORTANT!

Sections 4 and 5, including information on accrued and paid contributions to compulsory pension insurance and in accordance with pension agreements for early non-state pension provision, are filled out when submitting an SZV-STAZH early upon the employee’s retirement. However, the employer is obliged to report in the final report to the Pension Fund about employees who will retire in the accounting year.

Step 3. We control the reporting information. The most common question asked by those responsible for maintaining pensions for employees is: how to check SZV-STAZH on the Pension Fund website.

Pension Fund specialists have developed special software for checking reporting. It has been used for many years and is very popular among accountants. The same program is also used by Pension Fund employees in the process of receiving the report and checking it for the correctness of the submitted personalized accounting data.

The latest edition of the SZV-STAZH verification program for 2021 (as of March 13, 2019) is available for download on the official website of the Pension Fund of Russia. Installation instructions and a user manual have been developed for it.

How to win a lawsuit against a pension fund?

Whether a person wins a dispute with a pension fund depends on individual circumstances.

A clearly and competently formulated position on the case, which is confirmed by specific evidence, as well as the rule of law, will help you win a court case against the Pension Fund of the Russian Federation.

When preparing an application to the court, it is necessary to identify and indicate the violations that were committed during supervision, what rights and legitimate interests of the applicant were violated, and how this is confirmed.

If the applicant’s point of view has already been confirmed in judicial practice on similar disputes, references should be made to such judicial practice, since not all points and not all judges can understand. Even if such judicial practice is not found, it is necessary to indicate specific rules of law that confirm that the applicant is right and the pension authorities are wrong.

Basic mistakes

SZV-STAZH is checked online without registration or after user registration. After checking the report using the PFR software, the specialist will see a message about the absence of errors and the correctness of the report or a notification with error codes. We will analyze the most significant errors that require correction, indicating their codes in the table.

Regardless of the code indicating the type of error, the policyholder must perform a check before the SZV-STAZH form is sent to the territorial Pension Fund. If the employer first sent the form to the Pension Fund, and then authorized the check and discovered an error, then you need to prepare and submit to the regulatory authority a report in the form SZV-KORR and a list of the documents provided EDV-1.

Appealing the pension fund inspection report

The policyholder has the right to object to the inspection report within 15 days from the date of receipt.

In addition, a complaint against the inspection report can be filed with a higher authority of the pension fund and/or in court. In this case, you can simultaneously appeal to a higher authority and to the court.

When appealing, it is necessary to point out the violations committed by the inspectors during the inspection, and also indicate that certain conclusions of the inspectors are not unreasonable, and therefore ask to declare the act invalid. Most often, decisions to prosecute are challenged, however, one should not forget about challenging the inspection report.

HEALTHY:

Let's sum it up

• SZV-STAZH is issued to all employees with whom employment and civil law contracts were concluded in 2021.
• The deadline for submitting the report for 2021 is 03/02/2020.
• SZV-STAZH is also rented by companies with a single founder-general director, regardless of whether an agreement has been concluded with him or not.
• The report can be submitted on paper or electronically. If there are more than 24 employees, SZV-STAZH is submitted only in electronic form.

If you find an error, please select a piece of text and press Ctrl+Enter.

How to submit documents at the request of the Pension Fund

At the request of the inspectors, copies of documents can be submitted either on paper or electronically. Paper copies must be certified. To do this, you need to put the inscription “Correct” on them, indicate the position of the person who certified the copy, his personal signature and transcript of the signature (initials and surname), put the date of certification and the seal of the organization. This procedure is provided for in paragraph 3.26 of GOST R 6.30-2003, approved by Decree of the State Standard of Russia dated March 3, 2003 No. 65-st.

Each copy of the document must be certified. Binders consisting of copies of several documents cannot be certified.

Documents that were requested during the inspection must be submitted within 10 working days from the date of delivery of the relevant request (Clause 4, Part 2, Article 28, Part 5, Article 37 of the Law of July 24, 2009 No. 212-FZ) .

Attention: if you do not submit documents at the request of inspectors within 10 working days, the organization or entrepreneur will be fined 200 rubles. for each unsubmitted document (Article 48 of the Law of July 24, 2009 No. 212-FZ). And the responsible employee of the organization, in particular its head, faces a monetary penalty in the amount of 300 to 500 rubles. (Part 3 of Article 15.33 of the Code of Administrative Offenses of the Russian Federation).

How to check SZV-M without downloading programs to your computer

There are free online services that allow you to check the SZV-M form without downloading any programs to your computer. The verification is carried out by the same programs that are presented on the official website of the Pension Fund. For example, a free online check is available on the Konturn-extern website:

To do this, the file with SZV-M must also be generated in the proper format and saved on the computer. To check it, click the “Reports” button:

Select the required file:

You can also add several files to scan and scan them all at once. Click the “Check” button:

After the check is completed, a positive or negative result will be given:

Many specialized services for preparing and sending reports provide the opportunity to test their capabilities for free for some time. They usually contain built-in verification programs. It should be understood that their built-in programs are the same as those presented on the official website of the Pension Fund.

Types of on-site inspections

There are two types of on-site inspections: scheduled and unscheduled.

The territorial branches of the Pension Fund of Russia can carry out scheduled on-site inspections only together with the territorial branches of the FSS of Russia. The schedule of such inspections for each reporting period can be found on the portal of your regional branch of the FSS of Russia. Please note that this schedule is subject to change.

Unscheduled on-site inspections are carried out only in certain cases. For example, during liquidation or reorganization of an organization. This was stated in the letter of the Ministry of Health and Social Development of Russia dated February 22, 2011 No. 19-5/10/2-1748. Unscheduled inspections can be carried out by both the Pension Fund of Russia and the Federal Social Insurance Fund of Russia separately.

By the way, in addition to fund employees, tax inspectors can also take part in joint audits. They are involved to check the validity of the application of reduced insurance premium rates if the organization:

• carries out activities in the field of information technology;

• provides engineering services.

This procedure is established by paragraph 2 of part 5 of article 33 of the Law of July 24, 2009 No. 212-FZ.