How can you check your sick leave online by number on the FSS website?

A certificate of temporary incapacity for work is a document that an employee must have when returning to work after illness. It gives the right to receive benefits, as stated in paragraph five of Article 13 of Federal Law No. 255 (dated December 29, 2006).

Federal Law of December 29, 2006 N 255-FZ (as amended on June 27, 2018)

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The document, which many people know as sick leave, is the basis for lawful absence from the workplace for a certain period of time. It is important to remember that the document is easily forged. In this regard, unscrupulous employees often resort to such tricks.

In 2011, the Ministry of Health developed an order (No. 624n dated June 29, 2011), which states a single form of the document. The regulatory legal act notes that the sheet has a degree of protection “B”, established by printing organizations.

The Social Insurance Fund has posted color samples of documents on the official portal and the websites of regional offices located throughout the country. The document must be issued only in medical organizations that have the appropriate license.

It is worth remembering that ambulance specialists, blood transfusion stations, sanatoriums, dispensaries, disaster medicine centers (EMERCOM), and forensic experts do not have the right to issue the form.

In July 2020, amendments were made to the law. According to them, it has become possible to obtain electronic hospital documents. In accordance with Federal Law No. 86, which was issued on May 1, 2020, the form is certified by an electronic signature of an authorized person. This allows you to confirm the authenticity of the document.

Despite all the protection measures, many find ways to forge documents. Therefore, it is important to know how to verify the authenticity of a document. There will be several types of them in 2020.

Citizens often do not want to contact organizations, trying to find the necessary data via the Internet. It is important to know how to check sick leave online by number on the FSS website or through other resources.

How to view ELN on the FSS website

On the FSS website there is an office of the insured person, an office of the policyholder and an office of medical and social examination (MSE). At certain stages of the formation of a sick leave certificate, access is granted to processors involved in entering data, calculating payment amounts and checking the correctness of registration. Access is provided on a first-come, first-served basis as the disease progresses and reasons to make adjustments arise. When getting acquainted with personal accounts on the FSS website, consider the test version by logging into your account under a test account. Employees involved in calculating sick leave payments must freely navigate the policyholder’s personal account.

Features of identifying counterfeits through the official website of the FSS

The official FSS service for checking sick leave provides the user with a number of useful services, among which it is worth noting the opportunity to familiarize themselves with a special database of the site where numbers of invalid or stolen sick leave are collected. It is provided free of charge and free access. However, for such a check you need to know the sick leave number, which is located in the upper right corner of the document under the barcode.

So, the procedure for finding invalid sick leave is as follows:

1. 
   On the FSS website, you need to go to the “Information for Employers” section.

2. In the window that opens, the first tab is “Invalid Forms”. You must click on the appropriate button.
3. The user will then be provided with a file to download. The file will contain a list of invalid papers.
4. Next, the person needs to check the first 9 digits. In circumstances where the number of the document in the manager’s hands coincides by at least the specified 9 digits with the number from the downloaded file, the sick leave is falsified.

Despite the general advantages of searching for information in this way, it has two significant disadvantages.:

1. Subjects filling out sick leave may have made a mistake in the order of the numbers. Such an action is an error that makes the document invalid; however, it is unlawful to regard it as an attempt at falsification.
2. The site's database with invalid sick leave forms is updated about once a month.

The most reliable way to detect a fake is to send a request to the local FSS office. The request must contain the necessary details, in particular, the signature of the company manager and its seal.

In turn, FSS employees make a scanned copy of the sick leave and request an answer about the authenticity from the clinic where the document was issued. This option for detecting counterfeiting is the most effective, however, it takes a lot of time (more than 10 days, which are allotted to the manager to pay temporary disability benefits to a subordinate).

Who needs a sick leave check?

After the employee contacts a medical institution, the doctor registers a certificate of incapacity for work; at this stage, it is important to correctly fill out and check the patient’s details. The assistant is the format-logical control built into the program, but the doctor is obliged to exclude the occurrence of errors that cannot be calculated by the system. Correct diagnosis and treatment form the doctor’s reputation. According to the law, the doctor is given 15 days to accompany the patient’s illness and document the results.

Then the sheets can go to the ITU or receive closed status and become available to employers. MSE is prescribed for illness lasting more than 15 days, which can be extended based on the results of reviewing the course of the disease and assessing the patient’s condition.

After the ELN is closed, the employer gains access to it and fills in the data on his part: length of service, average daily earnings, availability of regional coefficients and form of employment. Based on the data, the amounts payable at the expense of the employer and at the expense of the Social Insurance Fund are calculated. All calculations are subsequently checked by FSS employees.

The employee should also know how to track an electronic sick leave certificate in order to verify the correctness of the calculations.

How to check the authenticity of a sick leave certificate?

You can check the temporary disability certificate on the Foundation’s website by logging into your personal account. To do this, you will need to know the SNILS number of the insured person or the BL number. The Fund’s web portal provides access to the personal account and operations therein to three categories of users:

1. To the insured person - an employee of the enterprise.
2. Insured - a person who hires workers and makes payments to Social Security: a legal entity or an entrepreneur.
3. Persons who have access to medical and social expertise.

Note. Each category of users has a separate entrance to their Personal Account, which is determined by its status.

Insured persons can check information for the following purposes:

• checking the status of the BC;
• viewing benefit accrual;
• printout of the calculation certificate.

In addition, the insured has the opportunity to view all his BL and benefits for them.

An employer may need to check the status of a temporary disability certificate to ensure the validity of the document, as well as to certify the correctness of the data on payments that were transferred to the Social Insurance Fund.

On the FSS website you can check the status of sick leave, regardless of the form of its issuance - electronic or paper

You can check the status of sick leave either on paper or electronically. Several years ago, a service appeared on the official website of the Social Insurance Fund that allows you to verify the authenticity of the sheet presented by the employee.

There are other reasons why there is a need to check the status of the certificate of incapacity for work:

• current status of the presented paper. That is, the insured person can find out whether the document has been accepted by the accounting department for calculating benefits;
• whether the benefit has been accrued on this sheet and the amount of this benefit;
• make a printout of a certificate of the calculations made.

Not long ago, electronic sick leave certificates began to be used in Russia. But not all medical institutions and employers are connected to this system. When this was a pilot project, it seemed that the clinic-FSS-employee-employer system would not work. In practice, everything turned out to be somewhat simpler. How to receive an electronic document? To do this you need:

• check with the attending physician whether the medical institution is connected to the FSS personal account. If yes, then ask for an electronic version;
• when the patient recovers, the doctor must sign the digital signature sheet and fill it out in accordance with all the rules;
• the employee receives the sheet number so that he can view information on it through his personal account;
• this data is also transmitted to the employer’s accounting department. The responsible employee enters the number in the policyholder’s personal account and continues working with the document.

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The reconciliation can be carried out by:

• FSS itself;
• employee of the enterprise. He is also the insured person;
• the medical institution that issued the sick leave;
• employer;
• doctors who conducted a medical and social examination to determine the disability group or extend sick leave beyond the prescribed period.

Fake certificate of incapacity for work is not paid

How to check the authenticity of a sick leave certificate by number? Through the official website of the FSS. As a rule, employers use this function to avoid paying for a false slip. If it is issued in electronic form, then it is sufficient:

• go to the official website of the Social Insurance Fund using a confirmed entry on the State Services portal;
• go to the desired tab “Invalid certificates of incapacity for work” and enter the document number. If it is not here, then it is original.

The employer also has access to a unified database of issued sick leave certificates. He can enter the employee’s sick leave number or SNILS number and receive the necessary information in the form of a list. If the sheet presented is on the list, it was issued by a medical institution.

Things are somewhat different with checking a paper document. It also needs to be checked for authenticity. You can do it like this:

• check the security elements - watermarks (this should be the FSS logo) and inscriptions visible in ultraviolet light;
• carry out a visual check - the quality of the paper (you need to compare the paper of the previously brought original sheets and the one presented. There should be no differences in tactile sensations), the presence or absence of microtexts (on genuine paper they can only be clearly seen with the help of a magnifying glass. An inscription must be made on the document “Certificate of incapacity for work.” It is located under the signatures of all responsible persons);
• correctness of filling.

How to check the authenticity of a sick leave certificate issued in paper form

The employer has 10 days to assign the benefit and pay it. During this time, information about the paper document will appear in the FSS database. If management doubts its visual and tactile sensations, it can check on the official website.

How to check the accrual of sick leave in the Social Insurance Fund? Every employee can do this through a single social insurance fund database. But he can only obtain data from those sheets that were issued in his name. To do this you need:

• go to the official website of the FSS in your personal account using a confirmed ESIA account;
• go to the “Certificates of Incapacity for Work” section. A list of documents that were previously issued in the name of the authorized user will be presented here;
• You need to enter the maximum amount of information in the search field so that the system can quickly search. As a rule, it is enough to enter the sick leave number or the date of its opening (closing);
• the system will issue a document for viewing. The applicant will be able to find out whether the employer has accrued disability benefits for him or not. If yes, then the money will be paid to the employee on the next payday.

Checking the ENL by the employer on the website of the Social Insurance Fund

The employer must know how to check the electronic sick leave by number online in order to subsequently enter data into it for calculations. It is possible to check the electronic signature only after receiving an electronic digital signature and installing the software.

When receiving ELN numbers from employees, you need to go to your personal account, find the “Electronic sheets” tab, then “Request a sheet”. Fields to fill out will appear - ELN and SNILS number.

In the required sheet, the employer fills in the employee’s data (in the “To be filled out by the employer” tab) and saves the changes made. After this, the sheet is sent to the Social Insurance Fund, where the data will be checked and the payment of benefits will be assigned.

Let's figure out how to find out the electronic sick leave number by last name. The employer must make changes to the personal account interface. Sick leave certificates can be searched by full name. employee, by SNILS number, by ELN number, by ELN status and creation date.

Policyholders often resort to engaging an authorized representative to work with Portals and services. For the legal work of an authorized representative in the FSS services, a power of attorney is drawn up for the representative (in accordance with Chapter 10 of the Civil Code of the Russian Federation). Scanned form is uploaded to the Foundation Portal. An employee of the Social Insurance Fund studies the power of attorney, assesses its legitimacy and, if the result is positive, approves the power of attorney.

In the personal account, the employer calculates the payment amounts using an electronic calculator. The calculations are subsequently checked by FSS employees.

Visual method

It’s good when the sick leave presented is not the first one in the company. You just take it and compare it with the documents that have already been verified, the form itself, the stamps, the manner of filling it out. But sometimes there is nothing to compare with.

Checking an electronic sick leave certificate by a doctor

Doctors are not always informed about how to view an electronic sick leave certificate on the FSS website.

To set up a personal account in a medical institution you need:

1. Preparation of equipment and software;
2. Obtaining an electronic digital signature for a legal entity, for a doctor drawing up an electronic medical record and for the chairman of a medical commission.
3. Obtaining written consent from the patient, filled out according to the standard form, for issuing a form in electronic form. The patient is required to fill out such consent in each medical institution where he intends to open sick leaves.

After completing these steps, the doctor creates a new document and fills in the required fields. To minimize the number of errors, a format-logical control system is built into the program. For example, the patient's name does not contain numbers, and a male patient is not able to register on maternity leave. Such checks are carried out automatically at all stages of processing.

The doctor must be scrupulous when working with sick leave, fill out information about the patient correctly, and extend the sick leave if the patient requires additional time for treatment. After 15 days of illness, the doctor transfers the patient to a medical and social examination, as a result of which the certificate is extended for up to 1 year.

How to spot a fake

It is the responsibility of the organization's accounting and personnel department to verify the originality of the document within 10 days of its receipt before accruing disability benefits. There are several effective ways to check the authenticity of a sick leave certificate:

• Analyze the correspondence of visual features;
• Make a request to the territorial FSS service;
• Use the FSS database online;
• Request confirmation of authenticity from the medical organization.

The official website of the Social Insurance Fund contains a sample sick leave certificate with a detailed explanation of how to distinguish a fake sick leave certificate from a real one.

Visual cues

Poorly forged forms can be easily identified by visual inspection. Please note the following distinctive features:

1. The watermark is the name and emblem of the organization, as well as two ears of corn. It is located in the middle of the form and is clearly visible.
2. The material is similar to banknotes - it should make a characteristic rustling sound. Counterfeits are usually made on ordinary sheets.
3. The sheet width is 210 mm.
4. The shade of paper is blue, which is more saturated at the edges and paler in the middle of the document. The edges have a purple tint. The cells for entering data are colored yellow, but in counterfeit forms they are most often white.
5. The surface of the form has a background cell everywhere, except for the column for the doctor’s signature.
6. The document has 3 degrees of protection: blue, light green and pink fibers.
7. When illuminated by ultraviolet light, the original form changes colors: blue turns into green, and yellow into red.
8. The front part contains microtext “certificate of incapacity for work” in the columns where the signature of the medical employee, accountant and head of the organization is placed.
9. The number of the certificate of incapacity for work is stamped in the printing house, so it can be easily felt with your fingers. In fakes they are always smooth.
10. The barcode makes it easy to determine the authenticity of a document. You need to identify it in the AWP accounting program. If it is fake, the site will not detect this number.
11. Carefully study the section that is filled out by the doctor. Fraudsters often make mistakes here - they indicate non-existent medical organizations and the names of doctors, and do not note the duration of the illness. The information on the form and on the seal does not match.

If it was not possible to identify the fake in this way, you can check the sick leave certificate by number online on the FSS website.

Checking an electronic sick leave certificate by an employee

An employee must know how to check an electronic sick leave certificate and find out its details. On the FSS website there is a personal account of the insured person, to which every employee gets access. By logging into your personal account, you will see a list of sick leave certificates, the employee will find the current one and find out the necessary details.

When issuing a sheet in electronic form, the employer does not have the right to demand sick leave in paper form. To exercise the rights of employees, the employer is obliged to install software and receive sick leave in electronic form.

Why is this necessary?

It is necessary to check the authenticity of a sick leave certificate in many cases. In this case, the procedure is carried out in several directions.

Often we are talking about checking a regular paper document. The certificate of incapacity for work is assessed for authenticity. Detection of counterfeit will be relevant for interested parties. These are the employer and the employee who submitted the document to the accounting department after absence.

Since 2020, electronic sick leave certificates have been introduced throughout the country. Previously, they were distributed only in a few regions of the Russian Federation.

Documents differ from paper ones in that they are not issued by hand. They are stored on servers of the Social Insurance Fund specially created for this purpose. Certain categories of citizens and organizations may have access to them.

Among them are:

• FSS;
• the medical institution that carried out the paperwork;
• an employee who is a patient of the organization;
• employer accepting sick leave.

A request to confirm the authenticity of the form is made to each organization. They may have their own goals when conducting an audit. It is important to know how to implement it and what it will take.

Sample sick leave certificate

About the elements of sick leave protection

In addition to the available methods of protection (requests to medical institutions and the Social Insurance Fund), the authenticity of a sick leave certificate can also be determined visually. As mentioned above, each certificate of incapacity for work is assigned a unique number, made using letterpress printing in black ink.

In some cases, it is enough to even touch the number itself to identify a fake. This number is so convex that when you touch it, you can feel every letter and number, while in fakes it is tactilely no different from an ordinary sheet of paper.

Where and how can an employer find and view the ELN?

Every citizen of the Russian Federation can receive an electronic sick leave certificate on the website of the Social Insurance Fund of Russia. The number of medical institutions using the service is constantly increasing. When providing services in such clinics, the organization’s accountants will have to work with the FSS personal account.

Formation, accrual and receipt of benefits is not difficult for either the employee or the policyholder.

What are they needed for

Electronic sick leave differs from the paper version in practicality and convenience, which is necessary for the employer. System advantages:

• Impossibility of counterfeiting. Protects the employer from fraud and unjustified costs. Fake printed versions of sick leave certificates can be purchased in almost all major localities. When using a digital insurance option, fraud will not happen.
• Easy to fill out. Making mistakes when forming a sick leave does not threaten anything, since they are quickly corrected, and the document remains undamaged.
• The storage period for a virtual document is unlimited. The threat of losing it and the need to create heavy folders disappear.

A company employee can view his electronic sick leave certificate from the Social Insurance Fund in his personal account. A simple procedure eliminates the need to go to the accounting department to obtain the necessary information related to disability.

You must first register on the State Services portal. The received personal password allows you to log into your personal account and view your sick leave.

Cooperation between a medical institution, the Social Insurance Fund, the insurer and the employee was adopted relatively recently. For this reason, not all employers are members of the Social Insurance Fund network, and not all hospitals issue electronic sick leave.

Procedure for obtaining ELN

It is not difficult to obtain an electronic sick leave certificate from the Social Insurance Fund:

• An employee of an organization goes to a medical institution, where an electronic sick leave is issued for him.
• Next, the specialist approves the virtual document, indicating the deadlines, reasons for incapacity and other necessary information.
• The insured person who applies is assigned a sick leave number, which he passes on to the accountant of his organization.
• Using this code, the accountant finds a virtual certificate of incapacity for work in the personal account of the FSS policyholder. A legal entity or private entrepreneur can register in this section.

When calculating sick leave, various parameters are taken into account:

• Duration of employee's incapacity for work.
• The rate at which he works.
• Regional coefficient.
• Salary.
• Average income of a citizen and so on.

The calculation is made in the “Benefit Calculation” section.

Monitoring of sick leave is carried out through the personal account of legal entities. A complete list of all sick leave is available in the “Electronic Sick Leaves” section.

Also, using the filter, the policyholder can find the required document. The following filters are available to him:

• FULL NAME.
• Pension certificate number.
• Sick leave number.
• Sick leave status.

The employer can supplement or edit the sick leave certificate. To do this, a sick leave request is made in the FSS database using the “Get LN” button. A field will open for entering the sick leave number and SNILS number of the citizen for whom the sick leave is issued. Then you need to click “Get LN” again.

On the FSS website

From July 1, 2020, both types of sick leave are valid: electronic and paper. But the employee will be able to use the first one only if the employer has a personal account in the social insurance fund system, and the entrepreneur will be able to see the personal identification number of his subordinates only there. To see an employee’s personal identification number, the employer needs:

1. Log in to the policyholder’s personal account (since he pays insurance premiums for his subordinates, then for them he is the policyholder).

2. Open “Electronic certificates of incapacity for work.”
3. In the fields that appear, enter the number of the employee’s certificate of incapacity for work (LS) and SNILS, then click “Get LS”.

The sick leave will appear in the accounting register; in the “To be filled out by the employer” tab, you can enter the necessary data, as in a paper bulletin, save them, and the information will immediately go to the Social Insurance Fund. The document is marked “Filled out by the employer.” We talked about the status of the electronic sick leave here.

Attention: You can use ELN only if the medical institution where the workers are treated

connected to the FSS system

and has the ability to transfer data to the fund.

1. Open a personal account for the policyholder (you can create it through the State Services website). Read more about the procedure for creating a personal account through State Services here.
2. The policyholder requests information, indicating the SNILS number of his employee and the number of the electronic certificate of incapacity for work provided by him.
3. Just as in the previous case, the fields marked “To be filled out by the employer/insurer” are filled in and saved.

1. In your personal account, as in previous cases, use the employee’s SNILS number and LN number to request a certificate of incapacity for work.
2. Fill in the required fields and save, sending the data to the system.

The procedure for registration and transfer of electronic sick leave data was approved by Government Decree No. 1567 of December 16, 2017 and Order of the Ministry of Health and Social Development No. 624n of June 29, 2011 on the procedure for issuing sick leave.

To fully function in the ENL system, the organization must have a strengthened electronic signature compatible with the Social Insurance Unified Information System.

Electronic sick leave certificates from the Social Insurance Fund are easy to find and issue. You must first register in the program and receive an individual legal entity access code to your account. To do this, you need to register in the Unified Integrated Information System “Sotsstrakh”.

Read about how to gain access to the FSS policyholder’s account.

Having understood the algorithm and repeated the steps several times, the policyholder will soon get used to it and will be able to appreciate the simplicity and convenience of working with the system.

The employee has the opportunity to view the status of electronic sick leave at any time. To receive data, you must also be registered on the State portal; enter your phone number and password. After logging into your FSS personal account, you can see all your electronic sick notes and find out:

• virtual sick leave is open, closed or extended;
• to what extent the benefit is accrued;
• what dates are considered a period of incapacity for work;
• whether the employer completed the document correctly.

Setting up electronic sick leave in your personal account allows you to receive notification of status changes by email.

In the personal account of the insured person there is an interesting option - a payment calculator. The employee can approximately calculate in advance how much is due to him due to illness. To do this, click on the calculator in the upper right corner and fill out all the fields.

The FSS website will ask you about the period and cause of disability, whether you were in a hospital, and even whether you violated the regime. You will also have to remember when you started your current job and the exact amount you earned over the past two years. The regional coefficient also matters.

After this, click on the “Calculate” button, and the Social Insurance Fund website will name the approximate amount that the accountant will calculate based on the electronic sick leave.

Official request

A more reliable way is to send an official request to the territorial division of the fund in which the policyholder is registered. It is drawn up on company letterhead, has an incoming number and the seal of the organization. The request is transmitted directly through a department employee or sent by registered mail.

It is interesting how the FSS checks sick leave certificates, in relation to which there are doubts about the authenticity. It forms an appeal with a scan of the document to the medical institution where it was issued in order to receive confirmation of the data entered in the form. This method is the most effective, but checking sick leave takes too much time, which the employer does not have.

Why is authentication necessary?

According to the law of the Russian Federation, the Social Insurance Fund undertakes to bear all expenses related to the employee’s incapacity for work, starting from the 4th day of his illness. The first 3 days, regardless of the circumstances, are paid by the employer from his personal account. The basis for reimbursement of funds spent is a certificate of incapacity for work. However, if it turns out to be fake, the entrepreneur or organization loses the right to deduction. This leads not only to financial losses, but also to fines, penalties, etc. sanctions:

1. The employer made a tax deduction (which is allowed under some tax collection systems).
2. Subsequently, we found out that he did not have the right to a deduction, since the sick leave form was fake.
3. The deduction is canceled, in addition to it, the employer pays penalties based on the date by which he had to pay the tax (which is on average from 15 to 90 days).

Fines, sanctions, inspections by the FSS, financial losses - all this can be avoided if you simply check the sick leave on the official website of the FSS. If the sick leave is “clean” and the person was truly unable to work, the employer will calmly transfer the required funds. If a counterfeit is detected, the organization will be able to find out that there is an unscrupulous employee on staff.