The first thing that personnel officers and accountants do when an employee returns after illness is to ask for a certificate of temporary incapacity for work and carefully check it. After all, if the document is fake, and the benefits are paid for it, then there will be no return of funds from the Social Insurance Fund. Moreover, management will punish you, fines and additional fees will be assessed... To avoid such troubles, we offer you several options on how to check the authenticity of a sick leave certificate.
The unified sick leave form has several degrees of protection:
- watermark with the FSS logo;
- the paper is not smooth, there is microfiber in its structure;
- the only one ;
- under the doctor’s signature there is an inscription in small print “certificate of incapacity for work”;
- When exposed to ultraviolet rays, luminous words are visible on the form.
Who needs it and why?
If an employee temporarily does not perform his work duties due to illness, injury, pregnancy, he is obliged to provide sick leave as confirmation and to receive the appropriate payment. Temporary disability benefits are paid by the accounting service within 10 working days from the date of receipt of the closed sick leave.
The size of the payment directly depends on the length of service and the salary received. The company pays a set amount to the employee from its own funds, and then receives compensation from the Social Insurance Fund. The only exception is the first three for sick leave; the employer pays for them himself.
Before payment is made, the temporary disability sheet must be checked for authenticity and correct completion. If the sheet is found to be invalid or counterfeit, no payment will be made. In addition, if fraudulent activities are detected, the perpetrator may be held accountable.
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Authentication can be verified for both paper and electronic sick leave certificates. Both employers and employees themselves are interested in ensuring that the sheet is valid. As for the paper version, they have several degrees of protection that you should pay attention to:
- water marks;
- text indicated under the column “doctor’s signature”;
- paper composition;
- manufacturer's name;
- additional elements viewed in ultraviolet light.
As for the electronic document, it was introduced only in 2017. As of 2021, this type is widely practiced and issued on a par with paper ones. The main difference is that the document is not handed out to the employee, but is stored electronically in the Social Insurance Fund database, to which employers also have access. Accordingly, counterfeiting of this type of sheet is practically impossible.
Execution of documents retroactively
Is it possible to take, open or issue a sick leave certificate retroactively? A certificate of incapacity for work is issued only from the date on which the patient contacted a medical professional. But despite this, some institutions offer to buy sick leave from them with a certificate of incapacity for work from the date you need .
Ready-made fake sheet
This is a document issued by a medical institution without being entered into the database for a specific monetary reward .
This point may or may not be intentional. The fact is that all medical institutions purchase forms from a specialized company, but the human factor has not been canceled. All forms can be illegally resold, but the clinic will not know about it. Therefore, in this case, the medical institution is not responsible for fake sick leave certificates.
Blank form
You can buy such a sick leave sheet and fill it out yourself. This offer is not uncommon on the Internet. Many companies offer to purchase such a form from them and fill it out yourself on behalf of the medical institution.
This is a trick of scammers that is aimed at an unknowing contingent of people. Such information is easily verified and a false document is identified; one of the consequences for a fake sick leave is to bring the employee to criminal liability .
How to check
If you suspect the authenticity of a temporary disability document, you can check this in several ways:
- Using an identification number through the FSS . This is done by sending a corresponding request to the Federal Insurance Service. Fraud is determined by 9 serial numbers and 3 barcode numbers. When making a request to the Social Insurance Fund, you must indicate information about the employee (full name), the name of the medical institution that issued the sheet. The application is sent via registered mail. The review period is 1-2 weeks.
- Through a clinic or other medical institution. In this case, you will also need to make a request. In the case of sanatoriums, ambulances, and blood transfusion stations, this will not be required.
- Through the official website of the FSS , through the “information for employers” section. The authenticity of the issued document cannot be verified there, however, there is information about stolen hospital forms. If you have exactly the same one in your hands, you can confidently say about fraudulent actions. In this case, you must remember that the data is updated only once every 1-2 months.
- Through the organization's security service . As a rule, such bodies exist in large enterprises, government services and banks. Accordingly, the inspection will be carried out by competent employees using the methods described above.
Important! The easiest way to identify discrepancies is to check the authenticity of the sick leave certificate based on external signs.
It is worth carefully examining the paper document, checking it for watermarks, and so on.
Formal written request
If the online check did not reveal negative results, and suspicions have not been dispelled, then you can submit a written request to the regional office of the social insurance fund at the place of registration. A request to check a sick leave certificate is drawn up in any form, a sample of which includes the following information:
- information about the addressee-insured indicating the registration number in the Social Insurance Fund;
- information about the sick leave number, which medical institution issued it, the individual data of the recipient and the date of issue of the document form;
- as additional information, you can indicate information that aroused suspicion and became the reason for the appeal;
- in the request form, provide the address where to send the response to the request;
- Be sure to send the original sick leave certificate as an attachment;
- signatures of responsible persons and seal of the sender's organization.
The territorial body of the social insurance fund will check and return the original sick leave certificate, at the same time informing whether it is in fact the original or an “ersatz original”.
Who carries out
The employer, the security service and the employee can check the sick leave . In the latter case, you can write an official request to the Social Insurance Fund or to a medical institution if the issued document is in doubt.
In addition to these persons, the information may be verified by the Insurance Service and the medical institution where the document was issued. The doctor can check the sick leave on the FSS website; in this case, the “ITU office” section opens. After searching for a document, information appears about when the document was issued, whether an adjustment was made, whether there was an addition or cancellation. In the latter case, the grounds are also prescribed.
Request to the medical institution and the Social Insurance Fund
A visual check helps to identify a fake if the sick leave is issued on a non-original form. However, there are situations when fraudsters receive genuine forms and fill them out with false information. In this case, it will be a little more difficult to establish a fake sick leave.
First of all, it is worth checking whether such a medical institution exists and trying to obtain information there. To do this, it is better to send an official request, if possible on the organization’s letterhead, and attach a copy of the sick leave to it. The letter asks to indicate whether the institution actually issued a sick leave certificate with such a number. It is also advisable to indicate how the author wants to receive a response (by email or regular mail, by phone, by fax).
However, some hospitals may refuse to provide information, citing medical confidentiality. In this case, you can contact the FSS with a request to check the questionable document. A document is also attached to the application (it is better to ask the FSS in advance whether they will need a copy or an original). The request can clarify what exactly confuses the employer. The Social Insurance Fund records which sick leaves were issued to a specific medical institution. Therefore, its employees will be able to quickly check whether the number of a specific document and the name of the organization where it was issued match their database. Also, Foundation employees have more opportunities and powers to check questionable forms.
Important! The employer must remember that the check should be done fairly quickly. By law, accruals must be made no later than 10 days after the certificate of incapacity is provided.
How to check electronic
As already mentioned, forging an electronic document is quite problematic. However, this does not mean that verification will not be needed, for example, by the employer. In this case, it can be done through the FSS website.
Attention! It is best to work on the FSS service by first registering using an account in State Services.
After access to the site is fully open, you should go to the “invalid certificates of incapacity” section and enter the electronic document number. If the search turns up nothing, then the sheet is valid.
The check can also be carried out by an employee. There are several ways to do this. First of all, also through the insurance service. To do this you need:
- Create an account on the FSS website and activate it.
- Go to the section “electronic certificates of incapacity for work”.
- In the field that appears, enter the document number and SNILS.
You can also search through the government services website. In this case, you only need to enter your SNILS number and check the currently available data.
Important! When applying for an electronic sick leave, the employee will need to provide the accounting department of his company with a unique identification number consisting of 12 digits.
Paper, signs, seals: how sick leave is checked at work
All personnel officers know that the certificate of incapacity form was introduced by Order of the Ministry of Health and Social Development dated April 26, 2011 No. 347n, and the rules for filling it out are contained in Order of the Ministry of Health and Social Development dated June 29, 2011 No. 624n. It follows from them that a traditional paper certificate of incapacity for work is a secure printing product, therefore it is made of special paper, has FSS watermarks, and the cells to be filled out differ in color. You also need to take into account that the number of the real sick leave is stamped in the printing house, so it can be felt with your fingers. If the sick leave certificate is fake, then the surface of the paper will be smooth and you won’t be able to feel the number to the touch.
Another important point is the presence of seals. Although businesses were allowed to refuse them, medical institutions are still required to certify with seals the certificates of incapacity and duplicates they issue. Without them, documents cannot be considered valid.
Also pay attention to text blocks. All information must be written down in black ink or printed. In this case, violation of the boundaries of the cells provided for in the form is not allowed. An exception is made only for seal impressions of medical institutions: they may be larger than the space allocated on the sheet. But they should not hide any information.
How to prove the authenticity of paper
The authenticity of a paper document can first of all be checked visually. The official sheet has the following external data:
- The leaf is divided into certain segments based on color Its center is blue, the edges are dark with a purple tint. Lines for entering information about a patient with a yellow impurity. The fake will be brighter, paler, or simply have no differences in color.
- used for the sheets is thick, with a rough surface . Reminiscent of the material on which banknotes are printed.
- a background grid on almost the entire surface of the document . It is not available only in sectors intended for a doctor’s signature. The fibers used in the manufacture of different colors are clearly visible under ultraviolet radiation.
- In the upper right corner there is a barcode with 12 characters. Under the field where the doctor’s signature is placed, there is a section with microtext.
- The presence of watermarks , which are clearly visible, indicates the authenticity of the sheet.
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