We live in the age of information technology, where from year to year companies, private entrepreneurs and the state try to automate as many processes as possible and increase the efficiency of their activities. One example of such automation is the introduction of electronic sick leave and direct payments from the Social Insurance Fund (SIF).
From July 1, 2021, it has become possible to generate both paper sick leave and electronic certificates of incapacity for work (ELS).
What is ELN?
ELN is an analogue of a regular sick leave. Filled out in specialized programs or directly in the personal account of the Social Insurance Fund. The innovation significantly simplifies the work of an accountant and his interaction with the Social Insurance Fund, and also allows you not to worry about possible errors and the presence of unreliable documents. In this regard, many organizations are gradually switching to ENL.
In this material we will tell and show how to generate an electronic sick leave and set up direct payments to the Social Insurance Fund in the program “1C: Salaries and Personnel of a Government Institution 3.1” (“1C: WKSU”).
You will learn:
- Why is an electronic sick leave better than a paper one?
- Key functions of ELN.
- How does the electronic sick leave system work?
- What is needed to work with electronic information in the program “1C: ZGKU 3.1”?
- How to set up electronic document management with the Social Insurance Fund?
- How to create a sick leave certificate in 1C?
- How to set up direct payments to the Social Insurance Fund in 1C:ZGKU 3.1?
Types of sick leave at an enterprise
Sick leave is a document that confirms information about the temporary disability of an employee. Time away from work due to illness is paid for by the Social Insurance Fund and the employer.
Currently, employees can provide not only paper sick leave certificates, but also sick leave certificates in electronic form (ELN).
An employee can provide an electronic sick leave certificate if:
- The medical institution uses electronic sick leave certificates;
- An agreement has been concluded between the employer and the Social Insurance Fund on the formation of an ELN;
- The patient signed consent to receive an electronic certificate of incapacity for work.
Why is an electronic sick leave better than a paper one?
Electronic sick leave is generated in a medical institution in a special program, which allows:
- minimize errors that a medical employee may make when filling out the paper version;
- ELN cannot be lost, falsified or damaged, no special place is required for its storage;
- information from the electronic tax record is automatically loaded into the 1C program - the accountant does not have to waste time filling out sick leave manually, and the percentage of errors, and therefore FSS refusals when reimbursement of expenses, is also reduced to a minimum;
- After formation, the ELN falls into the single FSS database; to confirm expenses at the expense of the FSS, the employer will not need to provide supporting documents.
On practice
It is noteworthy that the news says that all information is available in the State Services LC. Perhaps I wasn’t smart enough, but I couldn’t find this tab on the website or in the personal account. I even thought that, as usual, the service was running, but it wasn’t working :).
It only happened when I followed the link from the news itself to the website https://eln.gosuslugi.ru/. Then, indeed, it was possible to generate a request for sick leave and receive the information described above.
How does the electronic sick leave system work?
When registering an ELN, the employee must sign a written agreement at a medical institution, which, in turn, must be connected to the exchange of information with the Social Insurance Fund in order to be able to generate certificates of incapacity for work.
The operating algorithm of the FSS ELN is as follows:
- the doctor fills out the ENL, sends it to the FSS and gives the visitor the sheet number;
- the employee transfers the personal identification number to the accounting department of his company;
- an accountant in the 1C program sends a request to the Social Insurance Fund using the sick leave number;
- In response to the request, the FSS sends an electronic sick leave;
- the 1C program automatically downloads data from the electronic tax record and calculates the amount of the benefit;
- the employer pays the employee sick leave.
It is also worth mentioning separately the deadlines for paying sick leave. As soon as an employee has submitted the slip number to the company’s accounting department, it is required by law to calculate it no later than 10 calendar days. The amount of sick leave is subject to reimbursement with the withholding of income tax.
The payment, as already mentioned, is paid directly by the Social Insurance Fund if the company participates in the social insurance pilot project, which we will discuss in the article.
Advantages of electronic sick leave
Despite the fact that the law has not yet removed the familiar paper forms for sick leave from circulation, employers and medical institutions should think about switching to electronic technologies. Practice has shown that electronic sick notes are more effective, reliable and cost-effective.
The cost-effectiveness of electronic sick leave is obvious - paper forms are not needed to issue them, which costs a considerable amount of money.
Storing electronic information does not require archives - all documentation is kept in digital form and stored in the databases of the unified information system of the FSS.
Electronic sick leave is convenient - the procedure for registering sick leave electronically is much simpler. The employee does not need to certify the document with stamps at the clinic and transfer it to the employer’s accounting department; it is enough to simply give its number.
ELN are reliable - electronic sick leave cannot be lost, an employee can always find out its number in his personal account in the Social Insurance system. It is almost impossible to forge an electronic health certificate; at each stage of registration, the sick leave certificate is signed with the electronic signature of the responsible person - the medical institution, the employer and the Social Insurance Fund.
Electronic sick leave helps you avoid fines - the likelihood of errors in the document is reduced thanks to the automated control functions of the software for sending electronic reports in which electronic sick leave is filled out.
So, what is needed to work with ELN in the 1C:ZGKU 3.1 program?
Let's move from theory to practice. Next, we will show how to generate an electronic sick leave and set up direct payments to the Social Insurance Fund in the 1C: Salaries and Personnel of a Government Institution 3.1 program.
If you submit reports through the 1C-Reporting service, then you already have insurance certificates and the Social Insurance Fund. All that remains is to download the FSS ELN certificate from the official website. Configuration and subsequent updating of FSS certificates will be performed automatically, without user assistance.
If you do not have a connection to the service and submit reports through other operators, in this case it is enough to connect electronic document management with the Social Insurance Fund.
Sick leave in electronic form 1C 8 ZUP 3.1 – instructions
Content:
1. Advantages that arise as a result of the electronic exchange of certificates of incapacity for work in the Russian Federation
2. Instructions for creating an electronic sick leave certificate in 1C 8.3
On July 1, 2017, Federal Law No. 86-FZ dated May 1, 2017 came into force. According to the law, the circulation of sick leave certificates in electronic form is ensured.
The Decree of the Government of the Russian Federation dated December 16, 2017 No. 1567 approved the Rules according to which data from insurers, policyholders (employers), medical organizations and federal government institutions will be exchanged in the information field.
Advantages that arise as a result of electronic exchange of certificates of incapacity for work in the Russian Federation
Here are the main advantages of the system of electronic certificates of incapacity for work (hereinafter referred to as ELN)
:
1. The insured person (after confirming personal data) gets access to his 1C ELN in his personal account on the website lk.fss.ru.
2. The ELN system excludes the presence of fake sick leave certificates.
3. The likelihood of entering erroneous data into the system is reduced.
4. Information about ENL is in the FSS system. The employer may request this information as necessary.
5. When audits occur, there is no need to provide original sick leave certificates to auditors.
6. The time required to obtain a sick leave certificate at the clinic is reduced.
7. The process of entering information into the system for registered electronic personal identification numbers has been significantly simplified and this increases employee productivity.
Policyholders were given the opportunity to create an electronic insurance policy on the website esia.gosuslugi.ru from their personal account, as well as using their own software.
In the 1C: Salary and Personnel Management program 3.1, the ability to exchange electronic sick leave certificates with the Social Insurance Fund has been implemented, starting with program version 3.1.2.293 dated June 20, 2017.
General exchange scheme for the policyholder
1. When a case of temporary disability occurs or in connection with pregnancy and childbirth, the employee (insured person) notifies the doctor that his employer is participating in information interaction on the formation of an electronic health insurance policy.
2. To issue an electronic health insurance certificate at a clinic or other medical institution, the employee must:
· provide SNILS;
· fill out a standard form of an agreement on information interaction when forming an electronic communication plan.
3. The medical institution provides the patient with information about the number of the generated ETN.
4. The employee transmits information about the number of the certificate of incapacity for work to the employer (insurer).
5. The employer (policyholder) from the salary accrual program or from his personal government services account requests data on ELN from the FSS by entering the ELN and SNILS number into the system.
6. Data that comes from the Social Insurance Fund via electronic communication channels automatically fills in the sick leave data in the employer’s system. Information on average earnings is automatically taken from the accounting system of the employing organization, or entered manually (if it is not in the system).
7. The policyholder sends the ELN calculated and signed with an electronic digital signature back to the Social Insurance Fund. Next, benefits are paid to the insured person.
Instructions for creating an electronic sick leave certificate in 1C 8.3
To generate an electronic sick leave certificate in 1C:ZUP, it is necessary that the “1C-Reporting 8” subsystem be configured in the program. Or you will need to connect the FSS certificate for ELN in the program manually.
In any case, the data for exchange with the Social Insurance Fund will need to be filled out: the “Settings” section, “Organizations” (Fig. 1), the “EDF” tab (Fig. 3). The flag “Electronic document flow with the Social Insurance Fund” must be set to “Enabled” (Fig. 2).
Rice. 1 “Directory of “Organizations”.
Rice. 2 “EDO Settings”.
Rice. 3 “Exchange settings with FSS”.
To exchange electronic sick leave certificates with the FSS in 1C 8.3, all three certificates in the “Settings for exchange with the FSS” form must be filled out, and cryptographic protection must be provided.
When an employee provides a sick leave number, you must enter the “Sick Leave” document into the system: section “Salary”, “Sick Leave” (Fig. 4). In the document, you must fill in the “employee” field and enter the number of his sick leave. Next, click on the “Receive from FSS” button to start the process of downloading information via ELN from the FSS server. Data on sick leave can also be downloaded from an external file in .xml format (downloaded from the policyholder’s personal account) by clicking the “Load from file” button.
Rice. 4 “Sick leave”.
Data about the medical institution, the cause of disability, and the doctor who filled out the sick leave are loaded into the sick leave certificate. The benefit is calculated based on data on average earnings, which are taken from the 1C 8 ZUP 3.1 program.
You can create the “Eln Register for sending to the FSS” in the “Reporting, Certificates” section - menu item “1C-Reporting” - “Create” button - “All” tab - “Eln” folder.
Rice. 5 "1C-Reporting"
The register is automatically generated according to the ENL data in the ZUP when you click on the “Fill” button. The generated register can be sent to the FSS or uploaded to a file (Fig. 6).
Rice. 6 “ELN Register”
Specialist
Marianna Kostryukova.
How to set up electronic document management with the Social Insurance Fund?
To start document flow with the Social Insurance Fund, you must:
- on the main panel in the “1C: ZKGU 3.1” program, go to the “Settings” block;
- then select “Organizations”;
- in the window that opens, select the “EDO” tab;
- then go to the “Electronic document flow with the Social Insurance Fund” tab;
- the required certificates will be filled in in the window that appears;
- check the box “Use electronic document management with FSS authorities”—after that, we will then have the opportunity to fill out the data (Fig. 1).
Fig.1. Exchange settings with FSS
The policyholder certificate is a personal certificate of the responsible person of the organization. For example, directors or accountants who have the right to sign reports to the Social Insurance Fund.
The FSS ELN certificate is downloaded from the official website. The resulting certificate must be installed and opened. After that, click the “Save and Close” button.
Digital medicine. How to open an electronic sick leave in 1C?
Progress does not stand still. Electronic diaries, passes, tickets, we’ll soon get to electronic passports. But now we will talk about electronic sick leave. Many organizations have already switched to an electronic sick leave system (ELS), as this significantly simplifies the work of employers and accountants.
From July 1, 2021, medical institutions have the opportunity to issue digital sick leave certificates, which perform the same functions as traditional sick leave certificates. The employee can choose which sick leave he wants to receive - paper or electronic.
We will tell you what it is, how to set it up and how to create a sick leave certificate in 1C.
An electronic sick leave is a simplified and more convenient analogue of a traditional paper sick leave, signed with digital signatures. Why is it simpler and more convenient? Firstly, such a sheet will not be lost, much less damaged. Secondly, all information is loaded autonomously directly into the 1C program, which reduces the likelihood of errors and speeds up the process itself. And thirdly, all electronic tickets fall into a single database of the Social Insurance Fund (SIF), which allows the employer not to provide documents confirming expenses from the fund.
How to work with electronic sick leave in 1C programs?
Using 1C programs, you can both open and configure a sick leave certificate and carry out electronic document management with the Social Insurance Fund.
Document flow with the Social Insurance Fund is carried out through the program “1C: Salaries and Personnel of State Institutions 3.1” (“1C: ZKGU 3.1”) through the “Settings” block, the “Organization” item and the “Electronic document flow with the Social Insurance Fund” tab. The required certificates will appear in the window, where you need to check the box “Use electronic document management with FSS authorities.” Then you can fill in all the data.
Figure 1. Setting up exchange with the FSS
The program “1C: ZKSU 3.1” allows you to create a sick leave certificate. There's nothing complicated about it.
First, you need to create a “Sick Leave” document in the “1C: ZKGU 3.1” program, which is located in the “Salary” block.
Figure 2. Creating a new sick leave
To enter the ENL, the employer must fill in the sick leave number and other standard fields and click on the “Get data from the Social Insurance Fund” button. After this procedure, the data on the certificate of incapacity for work will be entered automatically.
Figure 3 “Receive from FSS” in “1C:ZKGU 3.1”
Also, working with sick leave will not require additional settings if the 1C-Reporting service is connected. Then the user will have access to policyholder and Social Insurance Fund certificates.
The wide functionality of the ENL is large and varied and can significantly speed up the process of creating a digital sick leave and also significantly simplify work with the Social Insurance Fund.
How to create a sick leave certificate in 1C?
To check the operation of the electronic sick leave in 1C, you need to create a new document “Sick Leave”. You can find it in the “Salary” or “Personnel” block in the “1C: ZKGU 3.1” program (Fig. 2).
Fig.2. Creating a new document “Sick leave” in “1C:ZKGU 3.1”
We fill out standard fields, such as: “Month”, “Employee” and “LN number” (certificate of incapacity for work). After that, using the “Get from the Social Insurance Fund” button, we receive data on disability (Fig. 3).
Fig.3. Button “Receive from FSS” in “1C:ZKGU 3.1”
Data about the medical organization is loaded automatically. In order to view this information, you need to click on the link (Fig. 4).
Fig.4. Link “Information about the medical organization” in “1C:ZKGU 3.1”
To create an “ELN Register”, you need to go to the “Reporting, Certificates” tab, then go to “1C-Reporting” (Fig. 5).
Fig.5. Creation of an ENL register in the 1C-Reporting service
Next, the report should be filled out, checked for completion of the required fields and sent to the Social Insurance Fund.
Ready! At this point, setting up and sending the ENL to the FSS from 1C is completed. This function will allow you to significantly reduce the time required to enter primary documentation and eliminate possible errors in calculations. Now let's move on to direct payments to the Social Insurance Fund.
Step-by-step instruction
To process the electronic identification number, you will need an installed VLSI program, a valid electronic digital signature and electronic identification number details (for example, number). Two processing options are available - through an electronic version of VLSI, or through a stationary one. The interface is similar, so let’s look at processing ELN using the example of an electronic version of the program.
To find out how to fill out an electronic sick leave certificate in VLSI, consider an example of filling it out below.
Download Rules
Let's figure out how to get an electronic sick leave certificate through VLSI. You can unload an electronic document only after it receives the closing status. Next, we will consider working in the electronic version of the program and the less frequently used desktop version.
- To download the electronic version of the VLSI, click on the “Reporting” section and go to the “Benefits and Sick Leave” subsection, where the required ELN is loaded into the database.
- In the stationary version of VLSI, a new sheet is uploaded via the following path: Social Insurance Fund - New report - Additional reports - Electronic sick leave.
- We select the employee’s name from the list, after which a request to the Foundation is automatically generated and the sheet becomes ready for further edits. Subsequent completion is similar to the electronic version of the program.
In both versions, further actions are identical: a field opens for entering the employee’s last name.
- Enter your last name and electronic slip number, click the “Request to the FSS” button. The request is signed with an electronic signature and sent to the Fund.
The response from the FSS takes from one minute to half an hour.
Filling out data in ELN
Three filling options are available:
- Enter data manually in the “Calculation” section. Information about the number of days is entered based on the ENL details. The employer fills out the insurance form, data on average earnings and the built-in calculator calculates the amount to be paid and divides it between the employer and the Fund.
- Download information about an employee from the 1C program. The xml file is loaded into the VLSI and the program does the calculation.
- When maintaining records in “SBIS-Accounting” or “SBIS-HR Management”, the details will be calculated automatically.
Sending data
After entering the data for calculations, click the “Check Report” button. If there are no errors, we proceed to sending. Usually the question does not arise about how to send an electronic sick leave to the Social Insurance Fund using VLSI, because There is a “Submit” button for this purpose. After clicking, the sick leave or register is sent to the Foundation server.
Video lesson:
How to set up direct FSS payments?
First, let's figure out what the “FSS Pilot Project” is and what is it used for? In essence, this is an experimental innovation that involves the payment of social benefits without the participation of the employer.
If your organization is a participant in the pilot project, then to start working with this function it must be activated in the organization's accounting policy. To do this, let's go to:
- section: “Settings – Organizations – Accounting policies” (Fig. 6);
- in the subsection “Benefits at the expense of the Social Insurance Fund”, put a tick, confirming that your organization is registered in the region;
- We indicate the date from which payments will be valid.
Fig.6. Setting up Social Insurance Fund Payments in the organization’s accounting policy in “1C:ZKGU 3.1”
After completing this setup, when generating a sick leave certificate, you will see that the line where the benefit was previously calculated at the expense of the Social Insurance Fund is empty (Fig. 7).
Fig.7. Certificate of incapacity for work in “1C: Salaries and personnel of a government institution 3.1”
In addition, another tab “FSS Pilot Project” has appeared. In it, you can create an employee’s application for payment of benefits and give it for signature (Fig. 8).
Fig.8. Processing “Application for payment of benefits” in “1C:ZKGU 3.1”
Then go to your “workplace” for FSS payments. This section allows you not only to record data on sick leave and applications, but also to track the status of sent registers, as well as enter information about reimbursed funds into the information database.
To do this, open the section: “The main thing is Benefits from the Social Insurance Fund.” Next you will see 3 columns:
- sick leave;
- employee statements;
- registers of applications (Fig. 9).
Rice. 9. Workplace “Benefits at the expense of the Social Insurance Fund” in “1C:ZKGU 3.1”
You have already done the first and second points. All that remains is to create a register of applications and send it directly, if you have 1C-Reporting connected, or upload it and send it through other programs.
It is worth noting that not all benefits will be paid from the Social Insurance Fund. The exceptions are:
- funeral benefit;
- allowance for caring for disabled children.
The benefits listed above will be paid at the expense of the employer, so you will need to enter data in your “workplace” on the “Reimbursement of organization expenses” tab (Fig. 10)
Fig. 10. Tab “Reimbursement of expenses of the organization” in “1C:WKGU 3.1”
Electronic certificates of incapacity for work. Exchange with the Social Insurance Fund from the 1C Salary and Personnel Management database
In order to use ELN, you must have a ZUP database with release no lower than 3.1.2.293, a platform no lower than 8.3.10 and connected to 1C-Reporting or an FSS certificate for ELN.
Go to the section Salary – Sick leave – Create
To enter an EBL, you must fill in the following fields: Organization, Employee, Certificate of Incapacity Number (LN Number). After that press the button
The document will be automatically filled with data from the FSS server. If you need to load ELN from a file, use the button
Next, the data must be sent to the Social Insurance Fund for payment if the organization is located in the region where the Social Insurance Fund Pilot Project is applied. If the organization is located in a region with a credit system, then the benefit is calculated immediately. To send the register to the FSS, it can be created through Reporting, certificates - 1C-Reporting
In the Reports section, we create a new ETN Register for sending to the FSS
The table part is filled in using the button
If you double-click on the line with the EDN, a window will open with additional information that will be sent to the FSS.
After checking the document, the program will perform an additional check to ensure that the required fields are filled in. If 1C-Reporting is connected, you need to click the button to send
Document log The register of electronic tax records for sending to the Social Insurance Fund can be reflected in the section Reporting, certificates via the gear button - Navigation settings
Move the desired item to the right side and click OK.
For each ENL, the status is FSS Accepted, FSS Partially Accepted, or FSS Not Accepted. It is displayed in the tabular part of the ELN register and appears after sending the register with 1c-Reporting connected. You can also manage states manually:
- You can add rows to the ELN table manually. In the new line you need to select sick leave, because column No. ELN is used to go to the form for editing information about ELN;
- you can change the state of the ELN registry and, if the registry state is Partially accepted by the FSS, change the state of individual lines of the ELN registry.
If the register status is Accepted by the FSS, then it is no longer available for editing; if it is Partially Accepted by the FSS or Not Accepted by the FSS, then it is necessary to correct the errors and generate a new register for sending.
Please note that until the status of the ENL registry is set and until the registry is sent, the data in it is automatically updated. If the user makes changes to the registry data manually, these changes will be saved.
When registering a sick leave, the program receives information about the ELN. And if the received data differs from those with which the ETN register was sent the last time (or manual changes were made), then the next time the register is automatically filled out, such an ETN will be automatically added to it.
