How to correctly fill out and submit the SZV-TD form

Changes in SZV-TD in 2021

In connection with the transition to electronic labor, new reporting was introduced - SZV-TD. The document must be filled out by employers regarding personnel activities for all employees. The report is then sent to the Pension Fund to form its electronic database and distribute information to personal accounts.

In 2021, officials planned to make adjustments to the SZV-TD, for example, to add new codes for workers in the Far North and equivalent territories, as well as remove some sections and add new ones. However, at the moment these changes have not yet occurred.

The form of the document and the mechanism for the formation of the SZV-TD are contained in the Resolution of the Pension Fund of December 25, 2019 No. 730p. There are no adjustments to the form for 2021 yet, so the form used in 2021 is being filled out.

Form SZV-K: what is it for?

The SZV-K form is intended to reflect the work experience of an individual for periods before 2002. The SZV-K form is included in the personalized accounting information. It was approved by Resolution of the Pension Fund Board of January 11, 2017 No. 2n. That is, we can say that the reporting form is relatively new. The form looks like this:

current SZV-K form.

Some accountants are already familiar with the SZV-K form. The fact is that employers (organizations and individual entrepreneurs) previously reported using a similar form more than 10 years ago (in 2003-2004). Then it was also introduced to generalize information about work experience before 2002. However, in 2021, the SZV-K form was again required by the territorial bodies of the Pension Fund of Russia to collect information about experience. To determine the size of the insurance pension, you need to know the estimated pension capital. And this indicator summarizes the total amount of insurance contributions to the Pension Fund of the Russian Federation paid for the insured person, and pension rights acquired before January 1, 2002. Roughly speaking: the SZV-K form is needed by the Pension Fund to calculate pension points “earned” by a person.

However, there is an opinion that the SZV-K form is required by the Pension Fund of the Russian Federation to form a unified federal database on length of service, so that from January 1, 2018, the experiment of switching to electronic work books can begin.

Note that the legislation does not directly disclose the main purpose of the SZV-K form. In this regard, all that remains is to draw conclusions from the name of the form - “Information on the work experience of the insured person for the period before registration in the compulsory pension insurance system.”

It is worth saying that the SZV-K form is the only source of data on work experience and/or other activities before January 1, 2002. Neither the annual report of SZV-STAZH nor the monthly report of SZV-M contains such information. Also see “SZV-STAZH: new report for all employers.” Consequently, only from the SZV-K report can the Pension Fund of Russia bodies obtain information for periods up to December 31, 2001. At the same time, the first clarifications from representatives of one of the regional UPFRs recently appeared on the Internet. Here's what he explained:

Question: – Tell me, why in 2021 did the Pension Fund units again need a report in the SZV-K form?

Answer: – Some insured persons with experience before 2002 do not have information on the personal accounts of the Pension Fund. The Pension Fund of Russia updates its databases every three years, the last one was in 2014. And in 2021 there will be a new stage of updating.

The most common questions that we solve within 1 hour:

• When checking, an error occurs 30,40, 50
• Can't send report, report won't generate
• An unnecessary, fired employee was included in the report
• We will put employee handbooks and documents in order to correctly fill out electronic work books
• We will check and synchronize records in the documents Hiring, Personnel Transfer, Dismissal, etc.
• Let's connect to electronic work books

Get a consultation Order setup of SZV-TD

Rules for the column “Code of the function being performed”

Starting from 2021, you need to fill out the column “Code of the function performed” in the SZV-TD. The column itself was previously in the document, but its filling begins only this year.

The information in the column is filled out by employers if they apply the professional standard and it is approved for a specific position. The section remains empty if there is no approved professional standard for the position.

The function code (group 5) consists of seven characters:

• the first five characters are the code for the name of the activity. Information on it can be found in Section I of the professional standard “General Information”;
• the sixth character is a letter denoting a generalized labor function. Information on it can be found in section II of the professional standard “Description of labor functions”;
• the seventh character is the level of qualification to which this generalized labor function belongs. Information on it can be found in section II of the professional standard “Description of labor functions

For example, for a personnel management specialist from the HR department, the code of the function performed will be indicated as follows: 07.003-A-5.

Who submits the SZV-TD report

SZV-TD in 2021 will be passed by all business entities, regardless of the number of employees. The report is not generated if:

• there are no personnel movements during the reporting period;
• none of the employees were hired, fired or transferred;
• employees did not receive another profession and did not undergo advanced training;
• employees did not submit an application for the format of the work book;
• the policyholder (company or individual entrepreneur) did not change the name.

Attention! When submitting the SZV-TD for the first time, data on the employee’s professional activities as of January 1, 2021 are indicated (Clause 1, Clause 2.5, Article 11 of Federal Law No. 27-FZ of April 1, 1996).

Instructions for filling out SZV-STAZH

There are certain rules for filling out the SZV-STAZH report, described in Resolution of the Board of the Pension Fund of the Russian Federation No. 507p. Let's look at how to correctly fill out the form for 2021.

Section No. 1

We fill in information about the policyholder. In the appropriate fields we indicate:

In the “type of information” block we indicate the type of reporting. The annual form SZV-STAZH can be original or supplementary:

• initial - oh, if the report is submitted for the first time during the reporting calendar year;
• supplementary - oh, if some errors were made in the initial report, or the employer did not indicate some information.

In the line “appointment of pension” - o only if the report is generated for an employee who applied for a pension at the Pension Fund. So, if the insured person submits an application for a pension, then the report must be provided within 3 calendar days from the date of receipt of such an application (clause 2 of Article 11 of the Law “On Accounting” dated 04/01/1996 No. 27-FZ).

Section No. 2

It indicates the calendar year for which the information is provided.

Section No. 3

The third section is a table with information about the periods of work of the insured persons. Each column has its own recommendations for filling out. Please note that for the annual form SZV-STAZH, table columns 1 to 3 and 5 to 7 are required to be filled out.

This is what a report looks like for an employee who has been working for a full calendar year without any changes or interruptions in their work experience.

Box No. 8

It reflects the territorial code of the organization. For example, if the work is carried out in the Far North, then in this column we indicate the code “RKS”. To work in territories equated to the Far North, enter the code “ISS”. The list of northern territories is enshrined in Resolution of the USSR Council of Ministers No. 12 of 01/03/1983.

Box No. 11

It indicates additional available information for the periods from columns 6-7, but only if it is available. The information is indicated in accordance with the specific Classifier enshrined in the Appendix to the Procedure for filling out the form (Resolution of the PRF No. 507p). Types of possible additional information on work periods:

If there are several such periods in the reporting year, filling occurs in separate lines with different codes for each period. If the period was interrupted due to the dismissal and new hiring of an employee during the year, then each such period is indicated on a separate line.

For periods when the employee was simply working, codes are not entered in column 11.

Columns No. 9-14

These columns are filled out if the employees’ work is associated with special working conditions, or with conditions that give the right to early retirement. The fields are filled in only after documentary confirmation of special working conditions. At the same time, the organization calculated and paid contributions according to additional tariffs for insurance contributions or under contracts for early non-state pension provision.

By Resolution of the Pension Fund of the Russian Federation dated September 2, 2020 No. 612p, changes were made to the personalized reporting forms. They will be valid when submitting SZV-experience for 2021.

A new code “VIRUS” has been added to fill out the SZV-STAGE form. It must be reflected in column 10 of the form to indicate the insurance experience of health workers.

If the employee’s dismissal occurs on December 31 of the year for which the SZV-STAGE form is being submitted, then the symbol “X” is indicated in column 14.

Sections No. 4 and No. 5 must be completed only when forming SZV-STAZH with the type of information about the assignment of a pension. In a report with the “Pension Assignment” type, the end date of the period is indicated as the employee’s expected day of retirement, indicated in the employee’s application.

In the figure below, I have briefly given you what mandatory information about the employee and employer the SZV-STAGE form should contain.

How to submit SZV-TD to

SZV-TD is submitted only electronically if the number of employees is more than 25 people. If there are no more than 25 people, the employer chooses how he will submit the report - electronically or on paper (clause 1.9 of the Pension Fund of Russia Resolution No. 730p dated December 25, 2019).

The SZV-TD is submitted to the territorial branch of the Pension Fund of the Russian Federation at the place of registration of the employer. In this case, the report on paper can be submitted in person when visiting the Pension Fund of the Russian Federation, through an authorized representative, or by Russian post by registered mail with notification and inventory.

Deadlines for submitting SZV-TD

The general deadline for submitting the SZV-TD is no later than the 15th day of the month following the reporting month. However, it must be taken into account that when hiring or dismissing, the SZV-TD should be submitted no later than the working day following the day the order was issued.

If there were no personnel movements in 2021, the SZV-TD for this reporting year must be submitted no later than February 15, 2021. And it is this that records information about the employee’s professional activities as of January 1, 2021.

Attention! If the deadline for submitting the SZV-TD falls on a weekend, it is postponed to the next working day. For example, for April 2021, the report must be submitted by May 17.

How to fill out

1. Fill in the information about the insured person in the appropriate fields of the form:

• SNILS;
• FULL NAME.;
• date of birth;
• The field “Territorial conditions of residence as of December 31, 2001” is filled in for those who lived in the Far North before the specified period.

2. Select the form type:

• “original” is filled in for the first time for an employee;
• “corrective” - if errors were made in the “original” one, not all data was reflected, other inaccuracies were made, and the Pension Fund of Russia has already accepted the data with errors. The corrective report will completely replace the original one;
• “cancelling” is filled in if it is necessary to completely cancel a previously submitted report.

3. Records of periods of employment are indicated in chronological order: from the first place of work to January 1, 2012. A separate section for each place of work.

4. We calculate the total length of service in accordance with paragraph 33 of the instructions: you need to separately add up the end and start dates of the specified periods. The difference between these two amounts will be the duration of the total length of service.

5. Determine the “grace” period of work.

These may be dated periods. In this case, the preferential length of service is considered according to the rules specified in paragraph 3 of the article.

If the period cannot be determined by dates, the calculation is made using coefficients.

6. The results obtained are summarized in the last table: “Information as of January 1, 2002 for assessing the pension rights of the insured person (conversion)”, after which the employee, against signature, gets acquainted with the information filled in on him.

7. Submit the completed form to the Pension Fund of the Russian Federation along with a list of documents according to form ADV-6-1.

How to form SZV-TD

To submit the SZV-TD, use the form from the Pension Fund Resolution No. 730p. The report is generated for each employee under an employment contract. If a GPC agreement has been concluded with him, it is not included in the report.

Step-by-step algorithm for forming SZV-TD:

• information about the policyholder

This block indicates the name of the employer, his INN/KPP and registration number in the Pension Fund (information can be found in the registration documents of a legal entity or individual entrepreneur). The name is indicated as in the constituent documentation.

• information about the registered person

The block contains information about the employee - full name, SNILS and date of birth.

• information about the work record

This indicates whether the employee submitted an application for the work record format. If yes, then you need to date this statement on a specific line - either for paper or electronic version. If an application has not been submitted, the block remains blank.

• reporting period

This column indicates for what period the reporting is submitted. When filling out a monthly SZV-TD, the reporting period is a specific month and year;

• information about work activity

This section is a table and is the most difficult to fill out. It is filled in like this:

• gr. 1 — serial number of the record;
• gr. 2 — date of personnel event;
• gr. 3 - the essence of the personnel event with the code (clause 2.5.3 of the rules, approved by Resolution No. 730p);
• gr. 4 - employee’s labor function and department;
• gr. 5 - code of the function being performed. In 2021, this column did not need to be filled out. From 2021, the column will be filled in by those employers who apply approved professional standards. The column is not filled in if the professional standard for the position is not approved;
• gr. 6 - reason for dismissal. To be completed if the employee is fired. Information is entered in the same way as an entry in the work book upon dismissal - indicating the clause and article and the Labor Code of the Russian Federation on the basis of which the employment contract was terminated;
• gr. 7-9 - details of the document on the basis of which the personnel action was carried out (its name, date and number);
• gr. 10 - filled in only when updating information previously submitted to SZV-TD for the previous period;

When renaming a legal entity or individual entrepreneur, SZV-TD must also be filled out and the information must be indicated on a separate line. In this case, in gr. 2 indicates the date on which the name change occurred. In gr. 3 you need to reflect the essence of the event - “Renaming”, and in gr. 4 indicate that “The Old name has been renamed to the New name since a specific date.” In gr. 7-9 also indicate the details of the document on the basis of which the employer was renamed.

• signing a document

The manager signs the SZV-TD report and puts a stamp on it (if used). The manager's full name must be filled in completely, and not with initials (clause 1.11 of the rules, approved by Resolution No. 730p).

To avoid mistakes when filling out the SZV-TD, use the capabilities of 1C:ZUP. The program contains an up-to-date document form, in the formation of which information is taken directly from the accounting system. The completed report can be immediately sent to the Pension Fund of the Russian Federation without downloading it to a computer, for which you need to use the 1C-Reporting service.

Form 2021 SZV-STAGE

The SZV-STAZH form is submitted at the end of the year. Submit the form on the form that was approved by the Pension Fund of Russia by resolution of the Pension Fund Board of December 6, 2018 No. 507p.

There are five sections in the SZV-STAZH form:

• Section 1 “Information about the policyholder”;
• section 2 “Reporting period”;
• Section 3 “Information about the period of work of insured persons”;
• Section 4 “Information on accrued (paid) insurance contributions for compulsory pension insurance”;
• Section 5 “Information on paid pension contributions in accordance with pension agreements for early non-state pension provision.”

Also see:

• Deadlines for the SZV-STAZH 2020

Here are the basic rules for filling out the SZV-STAZH form:

• in SZV-STAZH for 2021, fill out section. 1, 2 and 3, the remaining sections are needed only when applying for a pension.
• in Sect. 3 for each employee, indicate line by line the periods when he worked and when he did not work - he was on sick leave, on maternity leave, absent for other reasons. For unworked periods, indicate the code in column 11.
• Do not allocate annual leave for ordinary employees in SZV-STAZH, it is included in the period of work.
• Complete columns 8 – 10, 12 and 13 if working conditions give you the right to early retirement. Put codes in them;
• for employees under civil contracts in section. 3 SZV-STAZH indicate the periods of work in columns 6 and 7, and in column 11 - “AGREEMENT” or “NON-OPLDOG”.

Read also

28.02.2017

How to fill out SZV-TD for part-time workers

SZV-TD is filled out for all employees with whom employment contracts have been concluded, regardless of whether they are part-time employees or main employees. However, some nuances in generating a report for part-time workers still exist.

For example, in gr. 4 you need to indicate that the employee works part-time. This is indicated in the Letter of the Pension Fund of March 5, 2020 No. B-6181-19/10665-20. But there is no need to specify what kind of part-time job - internal or external.

If the employer transfers a part-time worker to the main job, this information must also be submitted through SVZ-TD. First, part-time dismissal is recorded on one line, and then on the second line, admission to the main job.

How to correct SZV-TD if an error is detected

If an error is detected in the SZV-TD for a specific employee, you need to send a new report only for him. In this case, you must adhere to the following rules:

• if you want to cancel information that an employee has submitted an application to maintain a work record book in electronic or paper form, you must use the “X” sign. First, information is entered on the line in the same way as the erroneous entry, and then an “X” is entered opposite it in a special cell. This will mean that the previously submitted information is cancelled;
• if you need to cancel information from the tabular part, you need to make an entry again in the new SZV-TD, and in the gr. 10 put the sign o;
• if you need to adjust an entry in the tabular section, you must first enter the canceled entry in the first line and in the column. 10 put the o sign, and then indicate the correct entry in the second line.

Who should take the SZV-K

But who is required to submit reports in the SZV-K form? Which employees should be included in the report? Unfortunately, there are no clear answers to these questions in the legislation. In 2021, the practice has developed in such a way that the territorial bodies of the Pension Fund of the Russian Federation began to send request letters to policyholders (organizations and individual entrepreneurs), which contain requirements to submit a SZV-K report for certain persons. Policyholders began to receive such requests both “on paper” and electronically. Moreover, some of these requests are marked “URGENT”. This surprised many accountants, to put it mildly.

Please note that the universal forms of such requests and the permissible cases of sending them to policyholders are not defined by the legislation of the Russian Federation. Therefore, PFR units, in practice, use an arbitrary form. However, most often, the fund’s requests indicate specific individuals whose data needs to be generated.

The practice in 2021 is that policyholders submit the SZV-K form at the request of the Pension Fund of Russia. The Fund, as a rule, requests information about those insured persons for whom it does not have information about their work experience before 2002. The policyholder provides the following information on persons (clause 1, article 8 of Federal Law No. 27-FZ of 04/01/1996):

• those working for him under an employment contract;
• who have concluded civil contracts with him, for which insurance premiums are calculated.

But what to do if the policyholder simply does not have information that could be included in SZV-K? This can happen when an employee, for example, does not have work experience for the period before 2002 or he has already quit at the time the request is received (his work book is missing). In such a case, in our opinion, it makes sense to send a letter to the PFR authorities indicating the reason why the policyholder does not have the opportunity to submit the SZV-K form.