If an officially working citizen becomes ill or gets injured, then he can count on a sick leave, at the end of which he will receive the appropriate allowance. The size of the payment depends on his length of service and salary. An incapacity certificate is formed for this, which can be presented in paper or electronic form. One part is filled in by the attending physician, after which the document is transferred to the head of the company where the named person works. Filling out a sick leave is an important and significant process, during the implementation of which serious mistakes are not allowed, since in this case the FSS may refuse to transfer funds.
Legislative changes
Back in 2017, electronic sick leave certificates were introduced, which greatly simplify the process of document management at any enterprise. All medical organizations have established a special system that allows the process of issuing and filling out sick leave using a computer.
When using electronic sheets, the nuances are taken into account:
- the document is not handed over to the citizen;
- the leaflet is in the FSS database;
- To use an electronic document, it is required that the employer install special software in the company and register in the system;
- paper sheets are still issued at the request of citizens.
The employer gets access to the document through his personal account, for which the base created by the Social Insurance Fund is used. Filling out a sick leave with the help of a computer is considered a simplified process, since all the data is entered into the necessary sections of the document without blots or errors. Additionally, it is possible to make changes without difficulty.
When and by whom is the document compiled
Sick leaves are initially formed by the attending physician, who makes the diagnosis. Information is entered regarding the date of the period of incapacity for work, the identified disease and personal data of the patient.
The front part of the document is filled exclusively by employees of the medical organization. It consists of several sections. The procedure for filling out a sick leave certificate by a doctor involves entering the following information into the document:
- The name of the medical organization where the patient applied for treatment.
- The address of the location of the hospital or clinic.
- Date of compilation of the leaflet.
- Personal data of the patient, to which his F.I.O. refers, date of birth and gender.
- The correct disability code based on the diagnosis.
- A mark is made that relates to the nature of the work, as a citizen can work on a state or part-time basis.
- The predicted day of the end of the period of incapacity for work is indicated.
- If patient care is required, then data is written about relatives who will take care of him.
- A signature is put and the name of the doctor is indicated.
After recovery, put the end date of the period at the bottom of the sheet. The day after the inspection, a person can begin his work duties. Often, due to the deterioration of the patient's well-being, additional information is entered into the document. This makes it necessary to use one more leaflet.
The nuances of filling out a document
An employer must fill out a sick leave only after this document has been submitted by the employee to the accounting department. The process depends on whether the paper or electronic version of the sheet is filled out. Only some large companies have switched to electronic document management, so most often you need to use paper versions of the sheet. When filling out the rules are taken into account:
- It is not allowed to use a ballpoint pen, therefore, a gel or fountain pen, as well as a capillary pen, are used.
- Only black ink is allowed.
- Each cell is intended for only one letter, symbol or number.
- Information is entered using capital and block letters.
- Only letters of the Russian alphabet are used.
- The head of the company can delegate the authority to fill out the document to other employees, and most often an accountant or HR specialist is chosen for this.
- The company’s seal must be placed on the document, and it may go beyond the allocated space for it, but it is not allowed to cover important information.
Given the rules for filling out a sick leave, you cannot make mistakes, since FSS employees will require corrections when they are discovered. If there are no corrections, then this may become the basis for the refusal to transfer benefits. An example of filling out a sick leave certificate by an employer can be studied using the photo posted in the article.
Filling instruction
Often, employers encounter certain difficulties in the process of entering various data into the disability certificate. Therefore, it is important to use the example of filling out a sick leave. The following information must be entered by the employer:
- The name of the company in which the sick person works, and it is allowed to reduce it if it consists of several words.
- It is noted whether this person works as a full-time employee or part-time worker.
- The registration number of the enterprise in the Social Insurance Fund is registered, represented by the insurance number, and based on this value, the employer will be found in the institution’s base, which will allow the employee to transfer the necessary funds.
- The subordination code is indicated, consisting of 5 digits and allows you to select the desired branch of the FSS, where the request for transfer of compensation will be sent.
- Insurance account number.
- Code related to employee status.
- If the cause of the disability is due to the fact that the employee was injured as a result of an accident at work, then the date of the occurrence of this case is indicated, and a link to the drawn up statement is also provided.
- The duration of the employee's insurance period is prescribed, and this information is used in the process of determining benefits.
- The dates of the beginning and end of the period of incapacity for work are given.
- The size of the average monthly income of a citizen is indicated, as well as daily income, which will make it easy to calculate the allowance.
- The accounting department specialist calculates which part of the allowance is paid by the employer and which is transferred to the Social Insurance Fund.
- The name of the head of the company is registered.
- The signature of the employee who is filling out the form is put.
If you first carefully study the sample of filling out the sick leave by the employer in 2018, then there will be no difficulties and problems during the implementation of the process.
How to make corrections?
Filling out a sick leave is considered a rather complicated process, so more and more often different companies prefer to switch to electronic document management. But before installing the equipment and registering in the FSS system, you still have to enter the necessary information into a paper sick leave.
Often, serious errors are made when performing this process. It is not allowed to use various improvised means represented by proofreaders, grouts or other similar items for correction.
According to the new rules, you can’t cross out a few letters and even allow small blots. Previously, no more than two such errors were resolved, but now, if any, the leaflet is considered invalid. This not only leads to the fact that the employee does not receive the necessary compensation on time, but the head of the company is held accountable. Therefore, if errors occur, the following actions are performed:
- incorrect information is crossed out with a black gel pen;
- on the back there are special fields in which reliable information is indicated;
- It is not allowed to write new information on top of crossed out data.
Not only the head of the enterprise, but also the doctor is responsible for the correctness of the information. Therefore, filling out a sick leave for pregnancy or various diseases should be based on many requirements.
Nuances of entering company name information
Many accountants responsible for filling out a certificate of incapacity for work use a sample of filling out a sick leave certificate, which prevents various violations and errors. Often difficulties arise when entering information regarding the name of the company in which the citizen works.
It is important to rewrite the company name from the charter. Often the name consists of several words, so there is not enough space in the document for proper spelling. In this case, it is allowed to use abbreviations. Quotation marks are not allowed, and one empty cell is left between words.
Rules for the use of electronic leaflets
If the employer is registered in the special FSS system, then he can use electronic sick leave certificates. For this, the employee in the process of passing the examination must notify the doctor about the need to draw up an electronic document.
The use of documentation in electronic form has many advantages for different companies. Calculation and filling out a sick leave sheet is greatly simplified, since all processes are performed on a computer. It is not necessary to select the optimal pen or enter characters accurately in block letters. The possibility of falsification of a document is excluded.
The procedure for filling out an electronic document is practically no different from entering information into a paper version of the sheet. The process is carried out by a specialist appointed by the company.
How to register in the system
Many entrepreneurs want to use electronic document management, so they ask their employees to arrange electronic sick leave. To use the FSS database, the employer must perform the following actions:
- Initially, the company is registered on the Gosuslug portal.
- Through an identified account, you can go to the FSS website.
- In the personal account, a section called "Electronic disability certificates" is selected.
- The number of the sheet received from the employee, as well as the SNILS of the hired specialist, is entered in an open form.
- Based on the entered information, a sick leave will be opened, in which the employer must enter the necessary information.
When using an electronic document, the process of filling out a sick leave is greatly simplified. Seniority, duration of sick leave and other information shall be entered in the lines reserved for them. After automatic calculation, the amount that should be transferred by the employer to the employee will be displayed. In this case, you will not have to store a large number of disability sheets in the company. At any time, the employer or responsible employee can access these documents.
Other nuances of listing information
The timeliness of the transfer to the employee of the amount due to him in the form of benefits depends on the accuracy of filling out the document. Therefore, the employer additionally takes into account the following nuances in the process of entering information:
- It is advisable to initially use the sick leave certificate to prevent serious errors.
- No need to leave spaces or dot between initials. But it will not be considered an error if an empty string is left, therefore it is not necessary to make corrections under such conditions.
- It is not allowed to use proofreaders or other means to eliminate incorrect information. Since the data is read by a computer, therefore, all such corrections are easily detected, and in this case the sheet will not be accepted by the FSS.
- Often, persons in charge of different companies do not start recording from the first cell, so you will have to indicate on the reverse side of the document that a particular line is considered filled from the first cell.
- If the company uses electronic documents, then access to the sheets will be obtained only after the period of incapacity for work of the employee.
If FSS employees find serious errors or irregularities in the leaflet, this will become the basis for refusing to transfer payments. Therefore, the employer will have to correct these errors. This often leads to the fact that compensation to the employee is transferred late. He may demand damages or has the right to appeal to the labor inspectorate at all.
Conclusion
Hospital sheets are filled out by both the attending physician and the employer. In the process of entering information, it is important to follow certain rules and use examples in order to prevent serious errors.
More and more in demand are electronic sick leave, which are filled with a computer. They simplify the process of document management in the company, and are also considered easy to use.