New report to the Pension Fund: how to fill out SZV-TD in 2021

On January 1, 2021, Russia began the transition to the electronic format of work books. The usual paper labor documents will gradually be replaced by a digital version of this document. Employees make their choice voluntarily - for this, the employer submits an application to terminate or continue maintaining paper work. For those who will get their first job in 2021 and later, work books will no longer be created on paper - only electronic format is possible for them. Let's look at how employers fill out a work book electronically in 2020.

Will HR officers and accountants have more work because of the SZV-TD report?

Of course, the new report will require additional effort and time from its compilers. Initially, you will have to spend time studying the form and the rules for filling it out. And when sending a completed report to the Pension Fund, errors may be identified that will not allow you to submit it the first time.

But there are also bonuses - employers are no longer required to maintain and store paper work records. And at the same time, a whole range of problems inherent in the technology of working with paper forms of work books disappears—correction of erroneous entries, preparation and certification of extracts from work books, compliance with deadlines and methods of transferring a work record upon termination of an employment contract, etc.

But there is still no need to talk about making the work of personnel officers easier. They will still have to keep some of their work records manually on paper forms - if employees ask the employer about this in writing by the end of 2021.

In this case, the personnel officer will have to not only transfer information to the Pension Fund of Russia in electronic or paper form (using the SZV-TD report), but also duplicate it in the paper work book of such employees.

When to give notice

In the USSR, people's attitude towards working documents was reverent.
They were carefully kept and treated with great respect. A person’s career, and sometimes even the fate, depended on them. The situation when the personnel apparatus sent a letter to the employee about the need to pick up the work book was unthinkable. It never occurred to people to quit without taking the document from their previous employer, without which they would not be hired anywhere. It was incredible, leafing through the archived personal file, to find there a notice about the need to appear for a work book or to agree to send it by mail (a copy), or any other evidence that the employer was looking for the employee. Personnel officers did not consult with each other on how to deal with an obstinate employee, did not rack their brains on how to reach someone who does not want to hear or understand anything. Such situations occurred, but these were exceptional cases. Post-Soviet times have changed a lot. People have developed a mistrust of the main working document, which is evident to many personnel officers. It happens that fired employees leave or forget them in the HR department. Sometimes they refuse to take them. Then the refusal is activated in the presence of witnesses. Here's what it looks like:

This happens when an employee:

• got sick;
• was fired due to a “bad article”;
• got a job with a new employer and don’t have time to return to the old one;
• ready to neglect experience, since it is very small;
• offended and does not want to have anything to do with the previous employer;
• disappeared for an unknown reason.

In all these cases, citizens will not have problems; they will declare that they have never worked anywhere before. But the personnel officer will start having troubles. It is important to issue the document on the day of dismissal. If this is not possible, you should notify the employee of the need to pick up the work book or agree to send it by mail. This is stated in Article 84.1 of the Labor Code of the Russian Federation and Decree of the Government of the Russian Federation dated April 16, 2003 No. 225.

ConsultantPlus experts analyzed who and how are speculating on the delay of work records. Use these instructions for free.

Form SZV-TD

The Pension Fund of Russia has already developed the SZV-TD form, but has not yet officially approved it. This will happen after legislators adopt amendments to Law No. 27-FZ, and the procedure for agreeing on the report form with the Russian Ministry of Labor is completed.

The blank form fits on one page and looks like this:

The title part of the report contains a minimum set of data about the employer providing information about its employees:

• registration number in the Pension Fund of Russia;
• name of organization/individual entrepreneur;
• TIN and checkpoint.

Then the reporting period code and an indication of the reporting year are entered. Personal information about employees is provided in tabular form. We will tell you more about filling out the SZV-TD below.

Is it necessary to switch to digital format?

The transition to the new version is voluntary. If a person wants to keep the old format on paper, he has the right to do so. In any case, whether the employee agrees to the transition or wants to leave everything as before, he needs to write a statement. Those who refuse the paper version will receive the document in hand on the same day. Those who get a job for the first time in 2021 will only receive an ETC.

Something does not work?

A video seminar from a ConsultantPlus expert will help you understand the rules for transitioning and working with electronic work books. Use free access to watch.

Procedure for filling out the report

The preparation of the report begins with entering information about the employer:

Similar information is entered into the SZV-M report, which is familiar to employers, so there should not be any difficulties when filling out this data in the SZV-TD form. Let us remind you where to get the data to fill out:

• Registration number in the Pension Fund of Russia

This is a 12-digit digital code that is assigned to each legal entity or individual entrepreneur upon registration with the Pension Fund and must be present on all reports sent to this fund. You can check whether it is filled out correctly, for example, on the Federal Tax Service website. To do this, download an extract from the register of legal entities/individual entrepreneurs and in the section “Information about the policyholder in the Pension Fund” you will find the registration number of the company in the Pension Fund of the Russian Federation.

• Name of organization/Individual entrepreneur

For a legal entity, it is taken from the constituent documents. If an entrepreneur reports, then the abbreviation “IP” is indicated before the full name.

• TIN and checkpoint

Take information about the Taxpayer Identification Number (TIN) and checkpoint from the certificate received from the Federal Tax Service. For a legal entity, a 10-digit TIN and a 9-digit checkpoint are used. For individual entrepreneurs, the identification number will be 12-digit, and the checkpoint will not apply.

• Reporting period

This column contains the reporting period code (month number in order from the beginning of the year) and the reporting year:

• Information about employees and their work activities.

The information is reflected in tabular form. In total, you need to fill out 13 columns:

• Serial number (column 1)

The order in which employees are included in the report does not matter. This can be alphabetical, chronological (according to the chronology established by the employer) or any other order.

• Last name First name Patronymic (columns 2-4)

We give it in the nominative case. Please indicate your middle name if available. The entry is made on the basis of a passport or other identification document: military ID, driver's license, foreign passport, etc. (clause 2.1 of the Instructions for filling out work books, approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69).

• SNILS (column 5)

We fill in on the basis of data on the individual insurance number in the pension insurance system.

• Date (day, month, year) of admission, transfer, suspension, dismissal (column 6)

Source:

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How to write a notification about the need to pick up a shopping cart

We issue a notification to the employee about dismissal and the need to pick up the work book in free form in the form of a letter. We indicate the date of preparation, the name and address of the employee, the title and the appeal itself. In the appeal we write the contract number, when it was drawn up and terminated, the reason for termination, and explain why we could not issue the document on time. We offer you a choice - pick it up in person or indicate the address and allow it to be sent by mail. We remind you that we will not be able to forward anything without written permission, so a letter from an employee with consent is required. We note that we automatically cease to be responsible for the delay in issuing a document after sending a letter with this information.

NOTIFICATION

the employee about the need to appear for a work book

or agree to have it sent by mail

Dear Irina Leonidovna, contract No. 462, concluded with you on September 1, 2020, was terminated on December 1, 2020 at the initiative of the employer due to an unsatisfactory test result, part one of Article 71 of the Labor Code of the Russian Federation.

For some unknown reason, you did not come to work on the day of your dismissal, so tr. the book was not issued to you.

Based on Article 84.1 of the Labor Code of the Russian Federation, we ask you to come for the document to the HR department of Ppt.ru LLC at the address: 456789, Russia, Subject of the Russian Federation, prosp. Wonderful, 1 on weekdays from 9:00 to 18:00, or send to the specified address your written consent to send it by mail indicating the delivery address.

General Director_________________/Petrov N.G./

M.P.

Responsibility for failure to submit a new report

The employer or its official will be subject to administrative punishment for the following actions:

• for violation of reporting deadlines
• for submitting incomplete and (or) false information about work activities

For a primary violation, a warning may be issued instead of a fine.

If, as a result of an error in the report, the employee is unable to find employment in the future, the employer will be obliged to compensate him for the earnings lost due to the provision of false information.

Do I need to register consents received?

It is not stated anywhere that the employer somehow records and takes into account the consents and refusals received from employees. But a small accounting journal in Excel or another program won’t hurt: it’s convenient to see which of the employees have not yet decided who should be talked to further and helped choose. In addition, this is a convenient way to report in case of inspections by Rostrud.

IMPORTANT!

Some organizations believe that if an application for the introduction of an electronic labor code is submitted, then the report must be submitted monthly, but this is not so. Employers are responsible for reporting to the Pension Fund about length of service and personnel events, regardless of the employee’s choice.

Concept, law, when it begins to take effect

Electronic work book – data on a citizen’s work activity, which is stored in the Pension Fund database. Data collection began on January 1, 2021.

ATTENTION!

The transition began with the entry into force of Federal Law No. 439 of December 16, 2019, and was fully completed by January 1, 2021.

In terms of content, the digital version is practically no different from the one maintained on paper.

It contains the following data:

• Full name of the citizen
• names of the companies where he was employed
• names of positions in which he worked, his profession, name of specialty, qualification degree
• information about the structural unit of the organization
• dates of employment, transfers and dismissals (with order numbers)
• information about the injunction on holding positions
• grounds for dismissal

The electronic document includes data on the citizen’s SNILS. At the same time, the section with information about awards was excluded from the form.

Regulatory framework

Submission of the SZV-TD form is regulated by:

• Federal Law of December 16, 2019 No. 436-FZ “On Amendments to the Federal Law “On Individual (Personified) Accounting in the Compulsory Pension Insurance System.”
• Federal Law of December 16, 2019 No. 439-FZ “On amendments to the Labor Code of the Russian Federation (regarding the generation of information about labor activity in electronic form).”
• Resolution of the Board of the Pension Fund of the Russian Federation dated December 25, 2019 No. 730p “On approval of the form and format of information on the labor activity of a registered person, as well as the procedure for filling out the forms of the specified information” (together with the “Procedure for filling out the form “Information on the labor activity of a registered person (SZV-TD)" ", "Format of information for the form "Information on labor activity (SZV-TD) of a registered person" in electronic form").

Retaining the right to choose a work book

Employees who did not have the opportunity to submit an application to their employer before December 31 to choose the option of maintaining a work record book can do so at any time. This right is granted (Part 6, Article 2 of Federal Law No. 439-FZ dated December 16, 2019):

• employees who, as of December 31, 2021, were temporarily disabled;
• employees who were on vacation as of December 31, 2021;
• employees who, as of December 31, 2021, were suspended from work in cases provided for by the Labor Code of the Russian Federation;
• persons who have worked under a service contract, but as of December 31, 2021 were not in an official relationship.

All of the above employees can choose the option of maintaining their work records by sending a corresponding written application to the employer at any time convenient for them.

How to use

In order to use the electronic version of the labor document, a citizen can make a request:

• from the employer, both in paper and electronic form
• in any of the MFC offices (paper version)
• through a user account on the State Services portal) only in electronic form)
• by contacting the regional branch of the Pension Fund of Russia (you can get both paper and digital versions)

An employee can refuse to maintain an old-style document at any time, even if he had previously chosen a different option.

IMPORTANT!

Even after the transition to maintaining an electronic work record book, you cannot throw away a paper document, since information in the Pension Fund of Russia database began to accumulate only from January 1, 2021.