Registration of SZV-STAZH in 1C and other programs

Who submits a report on the SZV-M form in 2021

SZV-M is required to be submitted by employers who have full-time employees drawn up under contracts, from whose payments insurance premiums for pension insurance (PII) are paid.

Such agreements include, in particular:

• employment contracts;
• civil contracts, the subject of which is the performance of work or provision of services;
• copyright agreements;
• agreements on the alienation of exclusive rights to works of science, literature, and art;
• publishing licensing agreements;
• licensing agreements granting the right to use works of science, literature, and art.

Features of inclusion of workers in SZV-M

• The report includes employees with whom employment contracts were concluded, were valid or terminated during the reporting period (the month for which the report is submitted).
• SZV-M does not need to be drawn up in relation to employees who had payments, but the contract with them was terminated before the start of the reporting period.
• The report must be generated even for those employees who were absent from the workplace, provided that the contract with them continued to be valid.
• A zero SZV-M is not drawn up, and therefore the report is not submitted by individual entrepreneurs (notaries and lawyers) who do not have employees.
• The report is required to be submitted by NPOs, public organizations and legal entities with one founder, even if an employment contract has not been concluded with him.
• SZV-M is subject to submission by an organization that is in the process of liquidation. In this case, the liquidator is included in the report.

Let us further consider which employees should be included in the report and which should not.

How to fill out SZV-M in the program

You can download the program on the PFR website in the “For Policyholders” section, subsection “Software”. To do this, click on the link and act in accordance with the instructions that appear on the screen.

After downloading, a window opens. It contains an electronic report form. In the settings, select “Employer details”. It contains the first section: information about the policyholder. You must select who submits the report:

• organization;
• IP.

Indicate the name of the enterprise or full name of the individual entrepreneur, INN, KPP and other necessary information.

Then enter the employee details. For each of them, the full name, SNILS and TIN are prescribed.

If the employee's details are entered incorrectly, the program will show this.

After entering the necessary data, the report is sent with an electronic signature.

For whom is the SZV-M filled out in 2021?

• The employees' employment contract was terminated on March 1. Should it be included in the report for March (reporting period 03)?

Yes, it is necessary, since the employment contract was valid during the reporting period, even if only for one day.

• The contract with the employee was terminated in May, but the last payments were made in June, is it necessary to include this employee in SZV-M for June?

No no need. If the contract was not in effect during the reporting period (even if there were payments), the employee is not included in the report.

• In June, the employee was on unpaid leave, absent from the workplace, and no payments were made to him. Should it be included in SZV-M?

Yes, it is necessary, since the contract with him was not terminated and was valid during the reporting period.

• Is it necessary to draw up an SZV-M if the organization has just opened, the founder and director are the same person and an employment contract has not been concluded with him?

Until March 2021, the Pension Fund allowed organizations with a single founder and no other employees not to take the SZV-M.

But since March 2021, the position of this department has changed radically (Letter of the Ministry of Labor dated March 16, 2018 No. 17-4/10/B-1846): SZV-M must be submitted, including in relation to the head of the organization, who is the sole founder, regardless of whether whether an employment contract has been concluded with him.

The Ministry of Labor explained its position by the fact that labor relations between an employee and an employer arise on the basis of the employee’s actual admission to work with the knowledge or on behalf of his employer in cases where the employment contract is not properly drawn up.

• Is it necessary to submit a report if the organization has several founders, and one of them is entrusted with the functions of the general director, but without concluding an employment contract?

Yes, it is necessary (Letter of the Pension Fund of March 29, 2018 No. LCH-08-24/5721, Letter of the Ministry of Labor dated March 16, 2018 No. 17-4/10/B-1846).

• Is it necessary to take the SZV-M for the chairmen of non-profit organizations: SNT, DNT, etc.?

Yes, it is necessary, but only if the chairman of the NPO receives remuneration for the work he performs.

Instructions for filling in special programs

SZV-STAZH in 1C 8.3

To fill out the specified form in 1C 8.3. you need to do the following:

• in the “Salary” menu, select “Insurance reporting”;
• click “Generate” and select the ZSV-STAZH form;
• select date and year;
• indicate the type of information;
• Enter information about the employee in the “Employees” tab.

1C:ZUP

In order to generate reports in the SZV-STAZH form in the 1C: ZUP program, you must do the following:

• select the section “Reporting, certificates to the Pension Fund of Russia. Packs, registers, inventories";
• click on “Create”;
• select “Information about insured experience, insured persons, SZV-STAZH”;
• indicate the reporting period and date of completion;
• select “Information Type” from the menu;
• fill out information about employees or early retirement;
• double-click on the line with the employee to open information about the insurance experience of the insured persons.

The video below will tell you how to generate a report to the Pension Fund of the Russian Federation using the form SZV-STAZH in 1C:ZUP:

Spu_orb (Spu-orb)

As of October 24, 2021, the latest program update 2.68 is available. Here you can fill out free reporting forms submitted to the Pension Fund of Russia, including SZV-STAZH. You can download it here. The program was developed by the Pension Fund of Russia (Orenburg). Allows you to do the following:

• input;
• formation;
• seal;
• unloading;
• work with several enterprises;
• data import;
• calculation of contributions.

In order to enter data, you must use the “Data Entry” tab from the main menu, and to use existing data from another accounting program, there is the “Data Import” option.

After reporting is generated, it must be tested in CheckPFR or CheckXML programs.

Step-by-step instructions for filling out the SZV-M

Let's take a closer look at how the report is filled out in 2021. As an example, let's take the reporting period - March 2021.

The report consists of 4 main blocks:

• details of the policyholder;
• reporting period;
• form type (code);
• information about the insured persons.

Data must be entered into the report in black or blue ink. The sample is filled in red for clarity.

Sample SZV-M in 2021

Section 1. Details of the policyholder

• Registration number in the Pension Fund of Russia.

You can find out or check this number by requesting an extract on the website of the Federal Tax Service of the Russian Federation. The registration number is indicated in the section “Information on registration as an insurer in the territorial body of the Pension Fund of the Russian Federation.”

• Name (short).

The short or abbreviated name of the legal entity can also be checked in the extract downloaded from the Federal Tax Service website. Individual entrepreneurs indicate the abbreviation “IP” and full name. Individuals who are not individual entrepreneurs (lawyers, notaries) indicate only their full name.

• INN/KPP.

The number is indicated from the certificate issued by the tax authority. Organizations provide TIN and KPP, entrepreneurs and individuals provide only TIN.

Section 2. Reporting period

The reporting period codes are indicated in accordance with the example given in the form itself. For March, the code is 03. The year is indicated in 4-digit format. In the March 2021 report, this section looks like this:

Generating the “SZV-Stazh” report

Next, click on “Create” in the form. You will see a list containing all existing types of reports. You need to choose the one that suits:

In the new report, do not forget to indicate the required year:

The reporting period is now specified. Next, click on “Fill”:

The report must record all employees and the time they were hired. It is also worth indicating the date of dismissal, if necessary. Here you need to enter data even from those employees who only recently got a job or quickly quit, and their work experience is partially in the year for which the report is required. For example, it happens that an employee worked only one day and immediately quit or was fired. You still need to write it down in the report - this is necessary for the Pension Fund. It does not matter whether payments were made for short-term work to this employee, whether insurance payments were made, etc.

This is what the completed report looks like:

Next we move on to the item “Early assignment of a pension”:

Here the information should be filled in automatically even in cases where there are grounds for assigning a pension to a person ahead of the required period. The program itself looks for information on this issue in the staffing table. She also checks the job directory if accounting is not required or for some reason the staffing table is simply not used.

Information about the length of service in the SZV-Experience form is accompanied by the EDV-1 form “Information on the policyholder. Both forms must be sent to the Pension Fund. That is why the report consists of two printable forms, which can be seen if you click on “Print”:

Let's look at them separately. Here is the SZV-Experience form:

And here is the EDV-1 form:

As for points 1-3, they must be filled out without fail. As for point 4, it is needed only if the form has the original status, and also if you need to enter data about the employee’s early retirement:

Paragraph 5 is completed only if the company has positions in which a person can obtain the privilege of retiring early.

Methods for filling out SZV-M

You can fill out the report:

• By hand or on a computer without using third-party programs. You can download the current form for 2021 on our website or in free legal reference systems.

• Using paid programs and services. The possibility of submitting information about insured persons is provided in most online accounting services, such as “My Business”, “Kontur”, “Sky”.

• Using free software developed by Pension Fund specialists. You can download free software for drawing up the SZV-M report on the Pension Fund website. The following programs are suitable for this: Documents PU 6", "Spu_orb", "PD SPU", "PsvRSV".

After the report has been compiled, it must be checked by one of the programs: CheckPFR and CheckXML. They can also be downloaded from the Pension Fund website.

Where is SZV-M located?

The report is located in the menu “Salaries and personnel - Insurance premiums - Information about insured persons, SZV-M”.

The report can also be found in the list of regulated reports.

Our team provides consulting, configuration and implementation services for 1C. You can contact us by phone +7 499 350 29 00 . Services and prices can be seen at the link. We will be happy to help you!

Let's create a new report.

Deadline for completion of SZV-M in 2021

The deadline for submitting the SZV-M is no later than the 15th day of the month following the reporting month.

If the deadline for submitting the report falls on a weekend or holiday, it is postponed to the first working day (Letter of the Pension Fund of the Russian Federation dated December 28, 2016 No. 08-19/19045).

In 2021, the deadline for submitting the report is postponed four times: in February, March, August and November.

What you need to know

From January 1, 2021, employers (they are also policyholders) submit to the Pension Fund of Russia information on the labor activities of insured persons in the form SZV-TD, approved by Resolution of the Board of the Pension Fund dated December 25, 2019 No. 730p. In fact, this is partly an electronic work book.

KEEP IN MIND!

As of July 1, 2021, changes have been made to the SZV-TD form - Resolution of the Pension Fund Board of October 27, 2020 No. 769p. Accordingly, by this date the Pension Fund will correct and update the program for filling out the SZV-TD, taking into account these changes to the form, the filling procedure and the electronic format for sending.

You can learn more about both SZV-TD forms and their differences in our article “What you need to know about SZV-TD in 2021: new forms from July 1, 2021, codes and fines.”

The SZV-TD report must be submitted monthly (when there are reasons) - no later than the 15th day of the month following the reporting month.

Features of delivery of SZV-M to the Pension Fund of Russia

You can submit a report:

• By personal contact with the Pension Fund. Only those organizations and individual entrepreneurs whose average number of employees does not exceed 24 people submit a report on paper.

• By mail: the report must be sent by registered mail with a list of attachments. The date of submission of the SZV-M will be the date the letter was sent.

• In electronic form. If the number of employees is 25 people or more, the report can be sent to the Pension Fund only in electronic form via TCS (telecommunication channels) through EDI (electronic document management) operators. Signed by SZV-M with a qualified electronic digital signature.

SZV-M must be sent in xml format. If it is generated in a different format, the Pension Fund will not accept it.

When submitting a report in electronic form, it is considered accepted after receiving confirmation from the Pension Fund. If confirmation is not received, the report is not considered accepted.

What programs are there for filling out reports to the Pension Fund of Russia 2020?

Generating reports for the Pension Fund of Russia in electronic form became relevant after 2007, due to the introduction of personalized reporting.
All programs for generating and submitting reports can be divided into 2 categories:

• “delivers” - resources with the help of which report data downloaded from a standard accounting resource (for example, 1C) are encoded, checked by software and transmitted to the Pension Fund of the Russian Federation;
• “fillers” are resources into which you need to manually transfer (fill) data in order to then generate a report.

Also, common electronic reporting systems (for example, Kontur) often combine both (contain both “fillers” and the function of importing reports from accounting programs). This applies primarily to reports to the Pension Fund, since they are often changed and supplemented. More recently, for example, the Pension Fund of Russia prepared a new report - SZV-TD. Developers of accounting programs do not always keep up with the updates necessary for generating reports, therefore, in order not to miss deadlines, accounting is often forced to use “fillers”. Let's talk about them in more detail.

Read about generating SZV-M reports in 1C here.

Error codes when passing SZV-M

Having received the SZV-M, the Pension Fund must send a verification report. It can be positive (the report is accepted in full or in part) and negative (the report is not accepted in full).

Let's look at the error codes in the SZV-M acceptance protocol:

Penalties for SZV-M

You can avoid a fine:

• If errors are found before they are detected by the Pension Fund. In this case, you need to submit a cancellation form and then a new one with the code “source”. If the new report is submitted before the deadline (before the 15th day of the month following the reporting month), there is no need to pay a fine.
• If the Pension Fund found the errors and sent the corresponding protocol. Then they must be corrected no later than 5 days from the date of receipt of the protocol. If you meet this deadline, there will be no fine.

In other cases, the legality of the fine will have to be challenged in court. Note that in some cases the court sides with the policyholders and cancels the accrued fines:

• Submission of a report with the code “additional” before the Pension Fund of Russia has discovered that the information provided is incomplete cannot serve as a basis for imposing a fine (Resolution of the Administrative Court of the North Caucasus District dated 03.20.2019 in case No. A22-2334/2018, Resolution of the Administrative Court of the Ural District dated 22.03 .2019 in case No. A60-46584/2018).
• If the report is submitted late, but the indexation of pensions is carried out by the Pension Fund even later, there is no cause-and-effect relationship between the information not submitted on time and the fund’s losses (Resolution of the Administrative Court of the North-Western District dated 02/14/2019 in case No. A56-64916/2018).
• The imposition of an administrative fine on individual entrepreneurs on a par with the fine provided for in Art. 17 of Law No. 27-FZ of 04/01/1996, illegal (Resolution of the Constitutional Court of the Russian Federation of 02/04/2019 No. 8-P).
• Incorrect indication of the period for which the report is submitted cannot be the reason for the imposition of a fine (Resolution of the Arbitration Court of the Ural District dated January 31, 2019 in case No. A07-8460/2018).
• The fine may be reduced if the deadline for submitting the report was missed for valid reasons (Resolution of the Autonomous District of the Ural District dated May 24, 2017 No. A76-27244/2016).
• A technical error in the full name cannot be equated to the provision of false information (Determination of the Supreme Court of the Russian Federation dated September 28, 2018 No. 309-KG18-14482 in case No. A34-13366/2017).
• Imposing a fine on a branch instead of the parent organization is unlawful and cannot be the basis for a fine (Resolution of the Administrative Court of the North Caucasus District dated October 23, 2018 in case No. A53-27784/2017).
• In case the PRF delays procedural deadlines ─ for example, on drawing up an inspection report (Determination of the RF Armed Forces dated January 13, 2020 No. 309-ES19-24792).

The Pension Fund of the Russian Federation no longer has the right to fine an individual entrepreneur twice for failure to submit SZV-M (as an insurer under the law on personalized accounting and as an official under the Code of Administrative Offenses) ─ administrative liability under Art. 15.33.2 of the Code of Administrative Offenses of the Russian Federation no longer applies to individual entrepreneurs (Law dated December 16, 2019 No. 444-FZ “On Amendments...”).

Let's sum it up

• SZV-M is submitted in relation to all insured workers with whom labor, civil and some other contracts were concluded during the reporting period.
• SZV-M is also rented by organizations with a single founder (even if an employment contract has not been concluded), non-profit organizations in relation to the chairmen of DNT, SNT, HOA, GPC, etc., as well as public and charitable organizations.
• In a number of cases, the court sides with the policyholders and cancels fines for errors when submitting the SZV-M.
• Organizations and individual entrepreneurs with more than 24 people are required to submit a report only in electronic form according to the TKS through electronic document management operators. Policyholders with fewer employees can submit SZV-M both electronically and on paper.
• The deadline for submitting the report is the 15th day of the month following the reporting month. If the deadline falls on a weekend or holiday, it is moved to the next business day.

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

Due dates

As for the deadlines for submission, there is a specific date when to submit the SZV-M - no later than the 15th day of the month following the reporting month.

IMPORTANT!

In connection with the announcement of non-working April, the government postponed the deadlines for submitting some reports and paying certain taxes (resolution No. 409 dated 04/02/2020). But it does not say anything about postponing the deadline for submitting personalized reporting, and the new regulatory act cannot be applied to SZV-M. At the same time, there are letters from the Ministry of Health and Social Development dated September 16, 2011 No. 3346-19 and the Pension Fund dated December 28, 2016 No. 08-19/19045, which indicate that the deadlines for submitting information are postponed if they fall on a non-working day. At the time of preparation of the material, the Pension Fund of the Russian Federation did not clarify whether it is permissible to “hide behind” such an explanation during the period of self-isolation and submit a report later.

Let us remind you that the report is one of the documents that must be given to employees upon dismissal. In this case, the form includes data only for the current month about a specific citizen. It is permissible to fill out the SZV-M online, print it, sign it and give it to the employee.

Read more: Filling out SZV-M upon dismissal of an employee