The President of the Russian Federation has signed a Federal Law providing for the gradual transition of employment books to electronic form starting from January 1, 2020.
During the transition year 2020, at the employee’s choice, his or her employment book may be kept in electronic form. For those who already have a paper employment book, switching to electronic form will be a right, and for those who start work for the first time after December 31, 2020 it will be an obligation (since, starting from January 1, 2021, paper employment books will not be issued).
An electronic employment book (EEB) is a database that contains information about an employee’s labour activity, namely:
The employer must transmit this data to the information system of the Pension Fund of the Russian Federation in the form of a CZV-TD report, not on a monthly basis but only if there is any redeployment (i.e. recruitment, transfer, dismissal, etc.) of staff in the reporting month. The completion date for submitting the report is not later than the 15th day of the month following the month in which the personnel changes took place. In a CZV-TD form submitted for the first time, information about the employee’s labour activity as of January 1, 2020 is indicated
When switching to EEB, the employer must take the following actions:
To do this, it is recommended to issue a relevant document (for example, an information statement) and make all employees read it, understand and accept it in writing. The deadline for notifying employees is June 30, 2020.
Applications are drawn up in no particular form and are accepted by employers until December 31, 2020. Exceptions are those persons who did not have the opportunity to submit an application before the specified period, namely:
This category of citizens may submit an application at any time after the specified date.
When an employee keeps a paper employment book:
If a paper employment book is rejected, the employer hands it over to the employee with a record of the employee’s right to switch to the EEB. The employer is not liable for keeping and maintaining the paper employment book after that.
It is recommended to pay special attention to the following documents:
The employer should provide employees with information about labour activity from the EEB using the method indicated in the employee’s application (in paper or electronic form):
– during the working period, not later than three working days from the date of submission of the application in question;
– upon dismissal, on the date of termination of the employment agreement.
Also, the employee may receive information from the EEB independently:
– from the local body of the Pension Fund of Russia;
– at a multifunctional centre (MFC) where state services are offered to the public ; or
– in his or her personal account on the website of the Pension Fund of Russia.
For a failure to submit or for the submission of incomplete (or inaccurate) information about the labour activity of employees, an employer faces administrative liability under article 5.27 of the Administrative Code of the Russian Federation in the form of a fine:
If the violation is repeated, the penalties are increased:
On the issue of switching to EEB and drawing of human resources documents, please contact Acsour’s specialists.