Certificate for sick leave about the name of the organization: a sample of what to do if a mistake is made and the name of the place of work is incorrectly indicated

Errors on sick leave: acceptable or not?

Paper will endure anything - this is not about drawing up official documents. Any reporting document requires strictly defined completion. The same applies to a certificate of temporary incapacity for work, or, more simply put, sick leave. Any corrections or blots may make it invalid, as a result of which FSS employees will refuse to pay the corresponding benefit.

Important! If the temporary disability certificate is filled out incorrectly, not only the employee, but also the employer may suffer: the law provides for administrative liability for him.

It should be remembered that in the registration of sick leave there are errors that are considered minor and, on the contrary, those that are serious violations.

Name information

This type of certificate does not exist, so it is not mandatory and doctors have no right to demand it. But doctors at medical institutions often still require such a certificate in order to correctly fill out the line “place of work...”.

A certificate of the name of the organization is a document containing information about the legal form of the company and its corporate name. Such a certificate is drawn up in free form indicating the following data:

name of the document type;
name of the institution that issued the certificate;
date of issue;
basis for compilation;
information regarding the full (or abbreviated, if available) authorized name of the organization;
position of the authorized person, his signature and seal of the organization.

If an employee is asked to provide a certificate of the name of the organization at a clinic or hospital, he must contact his employer in the personnel service or accounting department to obtain such a certificate.

It should be noted that if the employee has the above-mentioned memo indicating the name, the need for such a certificate automatically disappears. This is convenient both for the employer (there is no need to issue a certificate for each sick leave) and for the employee (there is no need to return to work to obtain a certificate).

To summarize, a certificate of incapacity for work is a document of strict accountability , and the calculation of temporary disability benefits depends on the correctness of its completion. Therefore, it is important to pay special attention to correctly filling out all lines of the form, including the name of the employer.

What errors are allowed on a sick leave certificate?

Two categories of people can fill out a sick leave certificate in a way that is not required: the doctor, who fills out the top part, and the employer, who is responsible for filling out the other part of the document. Lawyers and FSS officials have provided their own options for correcting shortcomings for each of these categories.

People are not robots. Apparently, out of understanding of this fact, the social insurance fund has developed a list of inaccuracies that are quite acceptable in certificates of incapacity for work. In particular, FSS specialists will not find fault if:

there are no dashes in empty cells;
there are extra spaces between the doctor’s initials;
symbols touch cell boundaries;
some parts of words are written in cursive;
the address of the hospital or clinic is indicated without a clear sequence;
the seal fell on the information margins;
there are quotation marks in the employer's name;
small blots, like extra periods, commas or checkmarks.

Any other errors are more serious and serve as grounds for refusal of acceptance by FSS specialists and require the issuance of an appropriate duplicate.

Attention! If the sick leave sheet was folded several times or filled out with a blue ballpoint pen instead of a black gel pen, this cannot be a reason for its rejection.

Please note: the admission of two or more insignificant errors or omissions in a hospital bulletin entails its recognition as invalid . Therefore, when filling out this document you should be extremely careful.

Step-by-step filling procedure

A certificate of incapacity for work is, among other things, also a document processed by electronic means of calculation (the unified form of the form was approved by Order No. 347n of April 26, 2011). Therefore, you should fill its cells with a black gel (capillary or fountain) pen.

Do not use a ballpoint pen under any circumstances. During the typewritten check, the data on the sheet will not be read, and the document will have to be reissued.

Another important element of correctly filling out a certificate of incapacity for work is legible handwriting. More precisely, in the line “place of work...” only writing that does not go beyond the boundaries of the cell fields will be appropriate .

If you haven’t gotten the hang of it yet, make a copy of the worksheet and practice on it. This will save you from unnecessary mistakes.

How to write the name of the organization on a sick leave certificate? An example of the name of the organization entered on a sick leave certificate:

If the technical issues have become clear, you need to move on to directly filling out the line with the name of the organization. Information should be entered into the row from right to left from the first cell. The legal form and company name are separated by an empty cell. The same happens when the brand name consists of several words.

Quotation marks, periods, dashes, commas, license plates cannot be used when entering data into the form. True, if they are used, this will not lead to re-registration, as follows from the letter of the FSS of Russia dated September 14, 2011 No. 14-03-11/15-8605.

When filling out the form, difficulties may arise with the number of characters that can fit, especially if the organization’s charter does not specify its abbreviated name. Then they do this: a name consisting of more than 29 characters is abbreviated arbitrarily, according to the number of cells available in the form for this line . For optimal pruning, you can use those abbreviations that are provided for in the letter of the FSS of Russia dated July 15, 2011 No. 14-03-11/15-7481.

The most common mistakes in sick leave

As practice shows, there are a number of errors that are especially common when filling out temporary disability forms. These include:

unclear seal of the organization;
incorrect name of the organization;
the name of the organization and the seal do not match;
the specialization of the attending physician is not indicated;
the use of Roman numerals rather than Arabic numerals;
lack of signature of a doctor or representatives of the medical commission;
the sheet contains unnecessary information;
The disease code or date of sick leave was entered incorrectly.

All these and some other errors are, as they say, critical and invariably lead to the issuance of a duplicate.

Important! There is no need to look for a detailed diagnosis in the sick leave certificate - it is not there. Instead, the bulletin contains a specific code, for example: 01 – disease, 02 – injury, etc. Likewise, in some cases, medical organizations have the right not to indicate their profile (in particular, drug treatment centers for the prevention and control of AIDS, psychiatric hospitals, etc.)

For your information! To clarify the significance of the mistake made, you can contact the regional Social Insurance Fund. This will allow you to promptly resolve problems related to inaccurate completion of the temporary disability certificate and avoid possible legal proceedings.

What to do if an employee brings sick leave without providing some information

The absence of some information does not always serve as a reason for re-issuing a certificate of incapacity for work. For example, according to the FSS information “Compulsory social insurance in case of temporary disability and in connection with maternity (question-answer)”, given on the official social insurance website, if the name of the organization is incorrectly indicated on the sick leave or it is not completely entered, this does not lead to the issuance of a duplicate provided that the company can be identified by its registration number and that the employee is actually registered with the company.

But if the sick leave does not indicate the place of work, then there is no clear explanation on this matter. The employer does not have the right to fill out that part of the form that is intended for medical institutions. And forms with an empty column in the section for medical institutions about the place of work are considered filled out in violation of the rules, which is confirmed by judicial practice (for example, the decision of the Kislovodsk City Court of the Stavropol Territory dated January 29, 2015 in case No. 2-88/2015).

But, on the other hand, there is judicial practice that also confirms the opposite position that incomplete completion of its part of the form by a medical institution does not serve as a reason for denying an individual social benefits (for example, the appeal ruling of the Chelyabinsk Regional Court dated May 12, 2015 in case No. 11-4532/ 2015).

In fact, sometimes medical institutions leave the name of the employer blank, for fear of making a mistake, because usually employees do not name the name of the legal entity according to the charter, but the brand of the company, or simply make a mistake in the organizational and legal form of their enterprise. Employees should be told in advance about the difficulties of paying benefits for such sick leave and informed that if the name of the organization is not indicated on the sick leave, the company will not pay benefits under such a document. To prevent such situations, it is recommended to issue employees with certificates with the name of the enterprise for submission to medical institutions when applying for sick leave.

What to do if a duplicate was issued, and the details of the damaged sick leave are already reflected in the continuation of the certificate of incapacity for work, is explained in the second paragraph of paragraph 3 of the letter of the Federal Social Insurance Fund of the Russian Federation dated October 28, 2011 No. 14-03-18/15-12956. The medical organization must make a copy of the damaged sheet and make a mark on it with the number of the new sick leave or issue a certificate for the issuance of a duplicate sick leave indicating the details of the old certificate of incapacity for work.

Letter No. 14-03-11/15-11575 of the Federal Social Insurance Fund of the Russian Federation dated September 30, 2011 indicates the inadmissibility of situations where an organization refuses to accept an employee’s sick leave due to doubts about its reliability or in the event of an error. Social Insurance recommends contacting its branches for clarification.

Correcting errors on sick leave: rules and requirements

If any mistake is made in filling out the sick leave form, there is a strictly defined procedure for correcting it.

The first thing you need to do is use a black gel pen to carefully cross out the corrected entry with a straight, continuous line. Important! If an entire line is written incorrectly, then on the reverse side you need to write that this line is invalid;
Next, you should enter the correct information in the specially designated fields on the back of the sheet;
“Believe the Corrected One”—this resolution must accompany every corrected entry. It must be supported by the signature of the responsible employee and the seal of the organization.

The person responsible for corrections may be:

general director or director of the enterprise;
Chief Accountant;
HR specialist;
any other authorized person whose responsibility is to issue sick leave certificates.

If a sick leave certificate is issued to an employee who works for an individual entrepreneur, then a stamp can be affixed only if it is available. If the individual entrepreneur does not have a seal, which is quite permissible by law, then no additional notes need to be made.

Is it possible to correct blots or errors on a sick leave certificate using a proofreader?

In no case. Clause 65 of Order No. 624n directly objects to this. Such sick leave may not be accepted as a basis for writing off expenses by auditors from the Social Insurance Fund. To avoid having to prove its validity in court, it is better to directly adhere to the established procedure for making corrections.

Is it possible to fix the fix?

It happens that when correcting his own mistake, an employee of the HR or accounting department writes the correct version not where required by law - on the back of the sheet, but next to the error. Such a correction will not be counted; it is also a violation. If this happens, the wrong “fix” needs to be corrected. On the reverse side of the sheet you should write what was supposed to be, accompanied by a note: “Believe the corrected one,” signature and seal.

ATTENTION! If the incorrect format of the correction does not obscure the information field too much and does not interfere with the reading of all necessary records, the FSS may consider this a technical defect and not be too picky. But "fix the fix" would be more reliable.

For your information: in recent years there has been a tendency to relax the requirements of the Social Insurance Fund for issuing sick leave. Minor defects are not a prerequisite for its redesign; the main thing is that the text is readable and understandable.

How to make correctional entries on sick leave (examples)

As noted above, a record of correction of the error is made on the back of the certificate of incapacity for work, and the error itself is carefully crossed out. The table provides examples of possible fixes.

Count

Wrong entry after correction

Correction on the back, certified by the entry “Corrected Believe”, signature and seal (if any)

Basics

The “Basic” column should be considered blank.

Registration No.

In the column “Registration No.” read: 7824125579

Please note that the Procedure for issuing and processing certificates of incapacity for work does not establish the maximum number of corrections that an employer can make to a certificate of incapacity for work on paper.

Errors in registration of sick leave by medical personnel

Sometimes mistakes in filling out sick leave sheets are made by employees of hospitals, clinics and medical centers. In this case, neither employers nor other employees of medical institutions have the right to correct them. Only specialists from the Social Insurance Fund can determine the severity of the error. If they consider this violation to be significant, they will return the document to the organization. After this, the employee who owns the certificate of incapacity for work can contact doctors to issue a duplicate.

Important! A duplicate is the only way to correct a mistake that a doctor made when filling out a sick leave certificate. The previous copy of the document must be cancelled.

It is important that a duplicate is requested and issued in a timely manner. In the event of disputes, judges or auditors may be confused by the long period between the initial issuance of sick leave and its replacement.

Attention! Before starting to enter the necessary information into the employee’s sick leave certificate, the employer must make sure that the notes made by the attending physician are correct.

Design rules

A certificate of incapacity for work is issued in all cases provided for by law (clause 1 of article 5 No. 255-FZ of December 29, 2006). The form of the certificate of incapacity for work was approved by order of the Ministry of Health and Social Development of Russia dated April 26, 2011 No. 347n. Its form is the same for all grounds of appeal, but it is filled out in each case, taking into account certain features.

Sick leave is issued by organizations that have a license for medical activities. It is filled out in printed capital letters in Russian, using a black gel, capillary or fountain pen, or on a computer.

IMPORTANT! It is not allowed to fill out a sick leave form with a ballpoint pen.

Errors in the preparation of sick leave made by the employer

Since there is a part in hospital forms filled out by representatives of medical institutions, and a part filled out by employers, it is not surprising that there are also mistakes that are made by the latter.

Most often, these are inaccurately entered data that prevents them from being read by a machine. That is why the following rules should be strictly adhered to.

Write block letters exclusively within the boundaries of cells;
Start writing only from the leftmost cell and leave one empty cell between words;
In cases where the entry is very long, it can be shortened, but only in such a way that the meaning of what is written is not lost.

If there is an error in calculating benefits, this may serve as a basis for refusing to accept a sick leave certificate from the Social Insurance Fund, about which representatives of the fund will make an appropriate decision.

As a result of all of the above, we can conclude that careful adherence to the rules and regulations for filling out sick leave forms can prevent the occurrence of such unpleasant consequences as refusal to pay compensation for the time spent on sick leave to an employee and the imposition of an administrative penalty on the employer. That is why at all stages of filling out hospital forms, responsible persons should be especially scrupulous and attentive.