Any person at a certain point in time can get sick, so he needs to get sick leave so that he can be absent from work on official grounds. In this case, the certificate of incapacity for work is drawn up correctly . A sample of filling out this document allows you to correctly enter information, so there will be no difficulties in obtaining money from the FSS. Information in the documentation is entered by the attending physician and the employer.
Where is the document issued?
If a person becomes ill or gets injured, then he must officially register this event. To do this, he turns to suitable medical institutions. Only the attending physicians are engaged in the formation of the sick-list, for which they use samples of filling out a disability sheet.
Documents are not issued at ambulance or blood transfusion stations, in admission departments of hospitals, or in special organizations intended for the prevention of diseases or for medical examinations. Additionally, they are not entitled to issue such leaflets of an institution open to protect consumer rights.
Filling Rules
In order to correctly enter information into this documentation, it is advisable to use a sample of filling out a disability sheet. The following rules are taken into account:
- allowed to record by hand or using a computer;
- with the manual method, it is allowed to use only a black gel or capillary pen;
- it is not permitted to correct words or make mistakes;
- blots may constitute grounds for refusal to transfer funds from the FSS;
- the doctor must indicate the reason code for the citizen's appeal to the institution;
- the diagnosis is not required to be fully prescribed;
- It is on the basis of the codes that the accountant determines which disability benefit should be accrued;
- some boxes in the form may be left blank if there are good reasons.
The above rules for filling out new disability forms should be considered by both doctors and company executives. Most often, the columns related to medical and social examination remain unfilled, since the need for its passage arises quite rarely. A sample of filling out a maternity disability certificate can be found below.
What data is entered by the doctor?
Initially, the sheet is filled directly by the attending physician. The specialist should ask the patient about the possibility of using an electronic document. If the employer does not use electronic document management, then a paper version of the sheet is formed. For this, the doctor must use the official form. Information must be entered into it:
- indicates whether the document is primary or not;
- the name of the organization issuing the sick leave is prescribed, and the institution must have appropriate permission to conduct this activity;
- information about the address of the location of the medical organization is entered;
- it is indicated when the document is being compiled, that is, the date of the visit to the doctor;
- the patient’s place of work is given;
- the reason for registration of the sick leave is prescribed;
- indicates the period during which the citizen will not be able to go to work due to illness or injury.
At the end, the name and signature of the doctor who is involved in the preparation of the document must be put. A specialist can use samples of filling out a form of disability by childbirth, trauma or illness. If he makes any mistakes, then such a document will not be accepted by the FSS, so the company will not be able to receive payment from the institution. In this case, you will have to consult a doctor again to re-form the leaflet.
How is the employer filling in?
One part of the document is intended for the doctor, and the second is filled out by the direct employer. Typically, the procedure is carried out by an accountant with the necessary skills and abilities, allowing you to enter information without violations and errors. It is preliminary recommended that you study the sample of filling out a disability form by an employer so that there are no difficulties in receiving payments from the Social Insurance Fund.
The employer must include information in the document:
- name of the company where the direct employee works;
- if the employer is an individual entrepreneur, then his full name is indicated;
- it is noted that work in the company is the main for the citizen;
- the registration number of the enterprise in the FSS is given;
- the TIN of the employee for whom the document is being generated is registered;
- data from SNILS are entered;
- indicates the code on the basis of which the accrual of benefits is made;
- information about the accident is recorded if the need for a sick leave was formed after it arose;
- duration of insurance experience;
- all periods that are not included in the length of service are given, for example, time spent in the army;
- the period for which the benefit should be accrued to the specialist;
- the average salary of the patient, allowing to determine the optimal size of the allowance;
- daily earnings of the employee;
- Benefit amount transferred from the Social Insurance Fund;
- amount of compensation paid by the employer;
- the total amount of sick leave.
Company managers are not required to independently find a form of disability certificate. A sample document can be found in the article. At the end, signatures are placed by the head of the enterprise and the accountant.
A sample of filling out a disability certificate can be found below.
What codes are indicated by the employer?
When filling out the sick-list, codes should be prescribed to understand what the conditions for accruing sick leave are. Mistakes cannot be made when choosing this numerical value, therefore, you can study the sample filling out the incapacity certificate by the employer in advance to prevent serious violations. The main such codes include:
- 43 - the employee can enjoy certain benefits on the basis that he was injured as a result of exposure to radiation;
- 44 - until 2007, a citizen worked in the Far North or in similar regions with difficult working conditions;
- 45 - the employee has a properly registered disability group;
- 46 - the employee works in the company on the basis of a fixed-term contract, the duration of which does not exceed six months;
- 47 - sick leave is issued by a citizen within 30 days after the official dismissal from the company;
- 48 - the employee went on sick leave with a simultaneous violation of the work schedule at the company, but he has good reason for such behavior;
- 49 - a leaflet is issued for 4 months or longer, since the employee has a serious injury or a complex illness;
- 50 - sick leave lasts more than 5 months;
- 51 - a specialist in the company works part-time.
Only if the above codes are available, the allowance is correctly calculated by the FSS specialists. In order to prevent errors, it is recommended to use a sample of filling out a sick leave certificate for temporary disability.
Is a help-calculation formed?
Certainly a special certificate is applied to the sick leave. It is transmitted to the FSS along with a correctly filled out sheet. It contains the correct calculation of benefits that must be paid to the employee. It is with the help of this document that it is confirmed that all the figures indicated in the sick-list are correctly calculated.
There is no definite and strictly unified form of such a certificate in the legislation, therefore it can be approved by each company independently. But at the same time, such a certificate must necessarily include information:
- the average salary of a specialist, calculated over the last two years of work, since this indicator is certainly taken into account when determining the amount of benefits;
- the total amount of funds received by the employee for the billing period, presented two years, and it is important to take into account the amendments to the maximum value for calculating the allowance established by the Social Insurance Fund;
- the average daily income of the employee, for which it is important to divide all cash receipts from the company by the number of working days in the period, and the accountant must correctly determine the days that are not used in the calculation;
- direct amount of benefits for one day a specialist is on sick leave;
- The total amount presented by the allowance and paid to the employee.
All indicators should be calculated in the certificate by an experienced accountant. After that, the document is signed by the accountant and the head of the enterprise.
How are bugs fixed?
A doctor or a direct employer may make various errors when entering data into this document. It is not allowed to cross out information, so it is important to know what to do when violations are identified. For this, sequential actions are performed:
- an incorrect entry is initially crossed out;
- then on the back of the sheet the necessary data is entered, for which it is indicated that the correct information is entered;
- next to it is the entry: “Corrected Believe”;
- the entered data is certified by the signature of the head of the enterprise.
Additionally, it is required to put a seal, if it is used in the company. To prevent errors, it is recommended to use a sick leave certificate for temporary incapacity for work.
The nuances of the formation of the document
Each employer needs to not only have a good understanding of the pattern of filling out a disability sheet from the minimum wage or average employee earnings, but also take into account some of the rules of this process. These include:
- if the sick leave affects a certain part of the vacation, the employee may ask for a postponement or extension of the rest;
- if a leaflet is issued directly at the moment when the specialist is on vacation at his own expense, then it is impossible to count on payments;
- often one specialist has two employers, and in this case two leaflets are drawn up for both companies;
- if it is required to undergo periodic procedures in the hospital for treatment, the doctor forms a sheet that indicates the specific days when the specialist cannot come to work.
Recently, more and more companies are using electronic sheets, so it is assumed that in the near future paper documents will not be applied at all.
How are leaflets registered in companies?
Each organization must correctly record the receipt of the sheets, for which a special journal is formed. When creating it, the requirements and rules are taken into account:
- all pages in such a document are necessarily numbered and stitched;
- on the last page, an entry is made containing information about the name of the company, the number of pages in the magazine, and the name of the head is written here and his signature is put;
- entries are made exclusively in chronological order;
- the record is made after the person in charge of the organization receives a sick leave from the employee;
- a separate specialist is appointed at the enterprise who is responsible for accepting, storing, fixing and destroying the sheets, for which the head of the company issues an appropriate order;
- a power of attorney is additionally issued to the person in charge, certified by the signature of the head and chief accountant.
A sample of filling out the journal for the receipt of sick leave forms is located below.
How are leaflets destroyed?
Keep these documents in the company for at least three years. Since they are directly related to the employees of the enterprise, it is recommended that they be kept at all for 5 years. The destruction procedure must be carried out officially, for which a special act is drawn up by the responsible person.
The following information shall be entered into this act:
- serial numbers of documents, as well as their other details;
- the number of sick leave;
- Name and position of the person responsible for this process;
- the reason for the destruction of the leaves.
Often, a special commission is convened for this process, the members of which make sure that documents can be destroyed. After that, the direct destruction of existing sheets is performed.
A sample of filling out the certificate of destruction of sick leave is located below.
Terms of Use
All medical organizations can issue disability certificates electronically, because on the basis of the requirements of the law they are equipped with special equipment for these purposes. But such documents are issued only on condition that the employers themselves are participants in the electronic system. For this, company executives must register on the FSS website and install special software for receiving electronic documents on the accountant’s computer.
Other features of the use of electronic sick leave include:
- the patient must write consent to the fact that his personal data were entered into the electronic database;
- if for various reasons the employer cannot use electronic documents, then the doctor must create a paper version of the sick leave;
- to enter the FSS system, the head of the company must use the legal entity profile on the Gosuslug portal;
- the accountant must have an EDS, and it is also issued by all doctors.
After the hospital closes, the doctor must tell the patient the number of the document, which is then transmitted to the employer. Therefore, there is no need to transfer any papers to the place of work. The leaflet is downloaded on the FSS website in your account by an accountant.
How is an electronic document filled out?
When using an electronic sheet, it is important to correctly enter the necessary information into it. Therefore, the following rules are taken into account by the employer:
- due to the use of an electronic document, you don’t have to worry that it will be corrupted or that random errors will be made in it;
- make changes quite easily due to constant electronic access to the sheet;
- the whole process is carried out through a personal account registered on the FSS website;
- each medical organization fills out only its own information block;
- if disability or inpatient treatment is required, then the doctor selects the desired tab;
- the last column is intended for the employer;
- after entering all the information, a document is sent to the FSS, after which the required funds are transferred to the company’s specialist.
The procedure for filling out an electronic document is considered quite simple and quick. An accountant of a company can receive a leaflet for registration only after it is registered in the system, and the money will be transferred to an employee from the Social Insurance Fund.
An example of how to fill out an electronic disability certificate can be found below.
What data is available in your account?
It is easy enough to register on the FSS website, after which the employer can use his own personal account. With it, you can see all the documents accepted by the organization. Additionally, you can study the continuation of the disability certificate. A sample document is easy to find on the site.
To enter the service, it is enough to use the account available on the State Services portal. On the site you can see different data:
- all previously accepted FSS disability certificates;
- a journal of sheets containing closed and paid documents, as well as papers being processed;
- the code can get new sheets;
- To view a certain sick leave, just click on it, after which the necessary information will be available.
Using an electronic system is actually convenient, so many employers purchase the necessary software to be able to use electronic documents. In this case, the number of securities that must be kept by the company is reduced. The work procedure of an accountant and other specialists is simplified. But all employees should be notified of the connection to the system so that, if necessary, they report this information to the attending physician.
Conclusion
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Electronic sick-lists are becoming more and more popular, for the use of which the head of the company must connect to the system and install the appropriate software on the accountant's computer. Additionally, the presence of a manager and an accountant requires an electronic digital signature.