Filling out a sick leave: the procedure for filling out, norms and requirements, an example

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

It is easy for a person to get sick. True, there are different diseases: there are those that pass easily and imperceptibly, and there are those that do not allow you to do anything. In the latter case, people have to suspend their main activities. They interrupt their studies or stop being creative, take sick leave at work.

Employees, through no fault of their own, cannot carry out their work duties, therefore, they are en titled to material compensation from the employer. You can get it only if you have a sick leave (another name is a disability sheet).

To receive a payment from the employer, it is necessary that the sick leave is filled out correctly. How to do this and how to work with sick leave in general is described later in the article. An example of filling out sick leave will also be given below. In this material, the minimum wage (SMIC) will be mentioned. Specifically, based on the calculation of the minimum wage when filling out a sick leave.

Rules for working with sick leave

Worth it right awaytake into account that the sick leave at a certain point in its bureaucratic path undergoes electronic processing, that is, it is scanned on a computer. Accordingly, it will depend on the correctness of filling out the document whether the citizen to whom it was issued will receive social benefits or not.

What are the current sick leave rules?

1. Data on the sick leave can be entered using a special printing device or manually.
2. Use only black ink when using the manual filling method.
3. Symbols for any method of filling out the sick leave should not go beyond the cells.

Sick leave issued by the attending physician.

If the sick leave is lost before it is handed over to the employer, then the citizen has the right to receive a duplicate of the document, while the employer has the right to correct errors made when filling out the sheet without changing the original form (however, each correction must be certified on the reverse side of the disability sheet).

What is sick leave?

Sick leave has a specific template. This is a sheet of blue-blue color (gradient) with a certain texture on the front side.

Sick leave contains the following blocks (below is an example of filling out a sick leave almost completely, except for the last block):

1. A block to be filled in by the attending physician.
2. Employer-designed block.
3. A block that is also filled in by the attending physician, but leaves it inmedical organization where the document was issued.

Columns for filling out sick leave are white cells, each of which is intended for a single character (a space is also a character).

There are places for stamps on the sick leave so that they do not overlap the necessary information.

Rules for filling out a sick leave by a medical worker

When filling out a disability certificate, the attending physician must:

1. Indicate whether the sick leave is a duplicate or original.
2. Shortly write the name of the medical organization.
3. Enter the period for which the employee is released from his/her immediate job duties.
4. Write the date of issue of the document.
5. Enter your patient details.
6. Enter the name of the organization where the patient works.
7. Specify PSRN and address.
8. Enter your position.
9. Enter your details and sign.

After all the data is entered on the sick leave, the document is transferred to the organization where the patient is employed for further filling.

Filling out a disability certificate by the employer

In order not to make a mistake when filling out a sick leave, the employer must take into account the following nuances of processing this document:

• when specifying the name of the working organization, it is necessary to indicate the abbreviated name of the company; ifit is not there, you must enter the name in full;
• the employer is obliged to indicate whether the employee's workplace in this company is the main one or whether he works part-time; this is necessary so that a citizen receiving a sick leave can require a document in two copies for two employers;
• the employer needs to indicate in the document the number that the Social Security Fund assigned to the company during registration;
• also the employer must indicate the number of the branch of the Social Security Fund; usually it consists of 4 digits, but if we are talking about a regional branch, then a five-digit code is indicated;
• be sure to enter the employee's TIN;
• the sick leave must contain information on the conditions of social benefits for the employee, which is reflected in the format of codes on the back of the sheet;
• in the event of an employee receiving an industrial injury, act H-1 is indicated (the date of issuance of the act is indicated), otherwise the column remains empty;
• if the working agreement is canceled, then a line is filled indicating the date of commencement of work in the company, according to this document (agreement); the employment relationship is terminated if, within the prescribed period after the sick leave, the employee does not start his immediate duties (although he is still en titled to the payment of benefits);
• the sick leave indicates the length of service of a citizen, that is, the period from the moment of registration and the start of making contributions to the Social Insurance Fund;
• also indicates the non-insurance period (for example, when a citizen did military service);
• the time of opening and closing of the sick leave is entered;
• the average salary is entered, which is calculated for the period of the last two years; if a citizen has worked in an organization for less than two years, then a sick leave from the minimum wage is filled;
• the employee's daily earnings are entered on the sick leave, which is calculated as the average wage divided by 730;
• indicates the amount that the Social Security Fund is obliged to pay to the employee;
• enters the final amount that must be paid to the employee for the period of incapacity for work; it is calculated as the product of the average salary by the number of days during which the employee did not appear at the labor post (the interest accrued for the length of service is also taken into account).

Also, the employer is obliged to enter the data of the director of the company (initials can be entered without dots), the chief accountant and their signatures on the employee's sick leave. If the position of the latter is not provided for in the state, then the data of the director of the company are duplicated.

As a result, the seal of the company where the owner of the sheet is employed is put. The photo above shows an example of filling out a sick leave certificate by an employer.

It is important to remember that the print must not cross the fill fields so that the scanner can correctly display all the information in the digital version.

How to fill out a disability certificate from the minimum wage? To answer this question, it is not necessary to give a special, based on the calculation of the minimum wage, a sample of filling out a sick leave. Suffice it to say that in the graph“average earnings” should indicate the amount equal to the minimum wage24.

Who fills in the employer block on sick leave?

Filling out the sick leave by the employer is carried out either by the director of the company or the chief accountant. One of them (who draws up the sheet) puts his signature on the form. He is also responsible for verifying the correctness of filling out the document. Whoever certified the form with a signature is responsible.

Employees of the personnel department must also fill out some columns of the sick leave. In particular, they must indicate the name of the company, the length of service of the employee and all other data that they are required to enter according to their job description.

If the job description of employees does not stipulate the obligation to issue sick leave, then it is illegal to require them to do so.

Editing a document

It often happens that a mistake is made when filling out a document. It doesn't matter for what reason, be it inattention or even intentional distortion of data. The main thing is that the defect must be corrected so that the employee legally receives his payments, and the doctor or representative of the employer responsible for filling out has no problems.

If, when filling out the document, the attending physician made a mistake in the form, then the paper must be replaced. If an error is made when filling out a sick leave by the employer, the algorithm for correcting it is completely different.

Firstly, the employer can correct the mistake in the document without changing the form.

Secondly, each correction must comply with certain rules, namely:

• an erroneous entry should be crossed out along (the main thing is to do it carefully);
• the correct entry must be put on the back of the sheet, certify it with a signature, a seal and the inscription: “Believe corrected.”

If you make a mistake when correcting, the person on whom the sick leave is issued may have problems receiving social benefits, so you should be careful about the execution of this document.

Issuance of a disability certificate in electronic format

Thanks to federal law number 86 of 2017-01-05, sick leave can also be filled out in electronic format. Data using a special automated system, the operator of which is the Social Insurance Fund, fall into a common database. In it, interested persons can access information from the sick leave of the citizens they need (naturally, within the framework of the legislation of the Russian Federation).

Who can be interested parties? These include:

• employers;
• representatives of medical organizations;
• employees of the Social Security Fund.

An example of filling out a disability certificate

Next, an example will be given of how to correctly fill out a citizen's disability sheet. It is worth recalling: a separate cell is provided for each character, a space is also considered a character. All of the following examplesnames, addresses, dates and codes with numbers conditional.

Filling out by an employee of a medical institution

A sample of filling out a sick leave by an employee of a medical institution is given below:

• top left next to the QR code, check the box next to the desired inscription (primary/duplicate);
• below, where “the name of the medical organization” is written in brackets, the name of the medical institution is indicated; for example, polyclinic No. 76, Volgograd;
• in the column below, you must specify the address of the medical institution; e.g. Volgograd Soviet 36;
• below - the date of issue in the format "2017-12-11", the PSRN is placed opposite the date, for example, 1028201839374;
• then the full name of the person for whom the disability certificate is issued is entered (the last name is written opposite “F”, the first name is written opposite “I”, the patronymic is indicated opposite “O”, respectively); in the nominative case (Ivanov Ivan Ivanovich);
• then the date of birth (“1978-29-12”) is indicated, a tick is placed in front of the desired gender and the reason for disability is indicated using the required code (for example, the code is 09, and the remaining cells remain empty, but if necessary, they should also be fill);
• in the column "place of work, name of organization" the name of the company is written, for example, Viking LLC;
• below it is indicated how the employee is arranged in this company: either this is his main place of work, or he works in it part-time (a tick is placed opposite the required entry);
• if necessary, indicate age, relationship code and full name(separated by a space) relatives being cared for (for example, if the mother takes a leave due to illness of the children);
• in the column "release from work" the relevant information is entered on the terms of release (2017-12-11 - from what date, 2017-15-11 - by what date), position of the doctor (for example, pediatrician), full name of the doctor (galochkin nn) and his signature; if necessary, you can specify two or even three periods of release from work duties;
• at the end of the block filled out by the attending physician, the date is placed opposite the inscription "start working with" and the signature of the employee of the medical institution.

Capital and regular letters do not differ.

Filled in by employer

A sample of filling out a sick leave by an employer looks like this:

• in the column "place of work, name of organization" the same is indicated as in the same section in the block of an employee of a medical organization;
• opposite the name of the company it is written on what basis a citizen works in it (main place of work / part-time job);
• below is the registration number (for example, 7710051333) and subordination code (for example, 77101);
• followed by the employee's TIN and his SNILS number;
• then the insurance period is indicated (for example, 04 years 07 months);
• after the period for which the citizen needs to pay benefits;
• below fits his average salary, as well as the average daily earnings (up to kopecks);
• then the amount to be paid by the Social Insurance Fund is indicated, and on the contrary, the total amount to be received by the citizen for whom the sick leave is issued;
• at the end put the names and initials of the head and chief accountant of the company, as well as their signatures.

Of course, both the medical worker and the person responsible for filling out the employer block must certify all the entered data with the seals of the organizations.

The sample of filling out a sick leave by an employer largely repeats the sample of filling out by an employee of a medical institution.