Since 2020, electronic labor books have been put into operation in Russia, which will become a digital analogue of the usual document for everyone to record data on work activities. Using the new version will significantly simplify the work of personnel services and the Pension Fund, and perform the required tasks more efficiently. And the owners of the document will receive constant access to the information contained in it.
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On January 1, 2020, amendments to the law (in the Labor Code and several federal laws) come into force, on the basis of which information on the employment of citizens will be documented in electronic form. This does not mean that familiar paper books will no longer be used. They will continue to have legal force, and if the employee wishes, the employer will continue to make all changes to it regarding work activities (duplicating them electronically). To do this, until December 2020, inclusive, the employee must send a free-form application to the name of the employer, asking him to keep a paper version of the document. Otherwise, he will receive the book in his hands, and the employee will be responsible for its further storage on his own.
The exception is those employees who are first employed since 01/01/2021. For them, an electronic work book will be initially formed, and all data will be stored in digital form.
From 2020, the employer will have to inform all of his employees about the upcoming changes. This must be done in writing with the following information:
- warning about the transition to a new version of documentation;
- informing about the right to save the paper version of the document.
In addition, from January 1, 2020, the employer will have a new type of reporting. He will need to send information about employees to the Pension Fund on the basis of the SZI-TD and SZV-TD forms. They should contain information on the employment of workers. In 2020, the report should be submitted monthly, by the 15th day of the month following the reporting one. For communication with the FIU, you can use the usual communication channels.
Since 2021, reporting is sent to the FIU only in the event of employment or termination of the employee. Data must be sent to the Pension Fund within one business day following the day of publication of the regulatory document confirming personnel changes (for example, an order for hiring, a change in position or dismissal).
In 2020, the employer will have to prepare a number of internal documents governing the implementation of changes. So, it will be necessary to make adjustments to the collective agreement and regulations on personnel records.
Advantages and disadvantages of innovations
The introduction of a new data storage format is associated with the desire to minimize errors. For example, if the entry in the work book was not drawn up correctly, it may not be taken into account when calculating the pension. Electronic workbooks minimize the risk of inconsistencies, which increases the reliability of information about work activities. This contributes to a more accurate formation of well-deserved retirement benefits. Also, the use of digital technologies is included in the program for the development of the information society, which was regulated by the Presidential Decree.
Among the positive qualities of electronic document management can be identified:
- Data is stored in the PFR information system, which ensures safety and eliminates their loss when a paper document is destroyed (for example, in case of fire, theft, etc.).
- Personnel regulation is greatly simplified.
- There is an opportunity to remotely interact with employees.
- The process of analyzing data for calculating a pension is accelerating.
- Reduces paperwork.
- The employee has constant access to labor data.
The negative points include:
- The emergence of new reporting from the employer in the forms SZI-TD and SZV-TD.
- Double maintenance by the employer of labor books in paper and electronic form, if the employee decides to keep the previous version of the document.
- The safety of the paper labor book rests with the employee, which may entail its loss, and subsequently a long and complicated data recovery procedure.
The transfer of information from the paper version of the work book to the electronic version is not provided, as this would entail additional burden on the personnel department and FIU.
Records management
The electronic labor books will be managed by the Pension Fund. To do this, he will use the information provided by the employer. The employer will be subject to administrative liability for the late submission of data, or for their untrue or incomplete indication.
The digital format of the document will not fundamentally differ from the paper counterpart. It will also indicate the place of work, position, dates of employment and dismissal, as well as the reason for termination of the employment contract. In addition, disciplinary offenses will be added to it.
An employee can access his electronic workbook through the official portal of the FIU or the website of the State Service. To do this, you will need to register in your account on the website and go through the identification procedure. You can also get a paper extract through these resources, or in any MFC country.
Is it true that the Pension Fund has digitized work books: video
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