Concluding an agreement with the Pension Fund for electronic document management. Application for connecting an enterprise to the electronic document flow of the Pension Fund

Application to the Pension Fund for connecting electronic reporting— a necessary condition for submitting TCS reports to the Pension Fund. We will tell you where to get an application form for the fund and what information you need to provide on it.

Types of electronic reporting to the Pension Fund of Russia

After the transfer of administration of insurance premiums to the tax authorities, policyholders still have the obligation to submit to the Pension Fund reports containing individual (personalized) accounting information:

• SZV-M;
• SZV-STAGE;
• EDV-1;
• SZV-ISH;
• SZV-CORR.

At the same time, policyholders have 2 ways to submit reports to the Pension Fund:

• in the form of paper documents;
• electronic form.

Both reporting methods are available to policyholders with the number of insured persons for the previous reporting period up to 25 people (clause 2 of Article 8 of the Law “On individual (personalized) accounting in the compulsory pension insurance system” dated 04/01/1996 No. 27-FZ).

If this figure is 25 people or more, there is no alternative: you can only report electronically.

The procedure for connecting the policyholder to the electronic document flow of the Pension Fund of Russia

The advantages of electronic document management (ED) with the Pension Fund of Russia are obvious:

• you do not need to personally visit the territorial office of the Pension Fund;
• the ED system allows you to quickly correct errors identified in reporting;
• other advantages (ensuring the confidentiality of transmitted information, the ability to create an electronic archive at the enterprise of all document flow with the Pension Fund, etc.).

To connect to the electronic document management system, you must sign an Agreement with the Pension Fund on the exchange of electronic documents in the electronic document management system.

In addition, to organize ED you will need:

• install the necessary software (for generating reports according to established forms, cryptographic software);
• use the services of a certification center to create and maintain electronic signature key certificates for the Pension Fund electronic signature;
• appoint a person responsible for organizing ED with the Pension Fund at your enterprise.

You can submit reports to the Pension Fund electronically through an accredited certification center or through authorized representatives. The last option will be cheaper, but the first one will be more convenient. Certification centers provide absolutely all the necessary software (including their own digital signature) and provide technical support - an accountant can see right at the workplace: whether the report was sent to the fund, returned for revision with comments, or was accepted without complaints.

Sample application to the Pension Fund for connecting electronic reporting

After you have chosen a certification center or company - an authorized representative, you need to write an application to the Pension Fund. A sample application can be downloaded from the fund’s website .

The application contains a request to the Pension Fund to connect the policyholder to the electronic document management system and contains the following information:

• OGRN;
• legal and actual addresses of the policyholder;
• his registration number in the Pension Fund of Russia;
• current account and average number of employees;
• other data.

Often, managers of a certification center or an authorized representative provide an application form for connecting electronic reporting with the Pension Fund of Russia immediately upon concluding an agreement for the provision of electronic reporting services.

Pension Fund specialists, after receiving an application from the company, will have to provide an Agreement on the exchange of electronic documents in the electronic document management system via TKS.

Results

If you are required to submit reports to the Pension Fund electronically, then you should enter into an agreement on electronic document management with the fund. To do this, you need to write an application to the Pension Fund with a request to connect your company to the electronic document management system. The form for such an application can be downloaded from the Pension Fund website.

Now electronic document management is used by the Pension Fund everywhere, confidently displacing other forms of filing quarterly reports on the accrual and payment of insurance payments. The preference of using telecommunication technologies for these purposes is evidenced by two facts:

• business entities using hired labor of more than 25 employees are required to introduce electronic labor relations in relations with the PF;
• The opportunity to return to traditional paper documentation is not provided even to individual entrepreneurs or small companies that once switched to a contactless document flow system.

Advantages of ED with pension insurance authorities

Electronic document flow with the Pension Fund:

• allows you to submit reports at the employer’s location at any convenient time of the day, including on non-working days and hours;
• relieves the accountant from the need to visit the territorial body of the Pension Fund and frees up time for other matters;
• ensures the authenticity and confidentiality of the transmitted information;
• guarantees the security and error-free registration of the flow of outgoing documents of the enterprise in the fund;
• makes it possible to correct errors discovered by Pension Fund employees in the submitted statements directly from the policyholder’s workplace, if necessary, more than once in one day;
• provides data on the results of receiving reports in electronic form;
• opens up prospects for creating in the institution copies of submitted reports and responses received from the Pension Fund.

ED transition software

Connecting to electronic document flow with the Pension Fund requires:

• the ability to generate reports according to samples and forms;
• FSB certified software product with the ability to use an electronic digital signature and encrypt it using cryptographic keys.

To obtain it, you should contact a specialized institution.

Today the market is filled with offers from companies providing services:

• certification center for the development and maintenance of electronic digital signature key certificates in the ED PF system;
• installation and maintenance of software for transmitting information in a contactless manner, allowing you to submit reports not only to the Pension Fund of Russia, but also to other regulatory authorities: the Federal Tax Service, extra-budgetary funds, Rosstat.

Other measures for the transition to electronic reporting

To begin, you need to carry out the following organizational actions:

• appointment of a person responsible for using the system;
• prevention of unauthorized access: equipment of the workplace, establishment of a reliable storage location for magnetic media of cryptographic keys, placement of copies of electronic archives;
• coordination of the possibility of switching to ED with the territorial body of the Pension Fund;
• carrying out test sending of statements to the territorial body of the Pension Fund of Russia after installation of the ED system by a specialized organization.

Documenting

The following documents will be required to connect to the electronic document flow of the Pension Fund:

• agreement with the Pension Fund of the Russian Federation on the use of electronic documents via telecommunication channels;
• subscription agreement for the provision of secure electronic document services with the Pension Fund (as an option - with all regulatory authorities at once) through opening access to the electronic reporting filing system;
• agreement on the provision of certification center services.

The form of the agreement with the Pension Fund is standard. It can be downloaded from the official website of its territorial body. The named agreements with a specialized organization are, by their legal nature, agreements of adhesion.

Accordingly, they do not allow the client to make changes. They can be combined into one comprehensive agreement.

Getting Started: Report Filing Lines

ED with the Pension Fund is carried out according to instructions approved by it. The regulations are somewhat specific. According to it, after sending the report, the policyholder receives from the Pension Fund:

• after 4 working days - confirmation of delivery indicating the date and time of delivery of the file to the territorial office of the Pension Fund;
• within another 6 working days, the Pension Fund of Russia department sends a protocol with the result of the inspection.

The result received from the Pension Fund may be positive, indicating approval of the submitted report, or negative, indicating its rejection. In the first case, the date of submission of the reports is considered to be the date of generation of the notification of confirmation of delivery; in the second, the reports appear as unsubmitted. The policyholder is obliged to correct the errors and submit them again.

It follows that in order to avoid delays in case of an error, you should submit documents in advance - at least 11 days before the final admission date. Fortunately, with the established lines (15th day of the second month after the reporting period), this does not pose a problem.

Organizations and entrepreneurs who submit reports electronically need to take into account the specifics of processing these forms in order to submit documents on time and not pay late fees.

The date of submission of the electronic reporting form is considered to be the date and time that were generated when the receipt of acceptance by the Pension Fund receiving gateway was created. Based on established standards, a receipt can be generated within two days.

Submitting reports to the Pension Fund in electronic form disciplines organizations, and in order to avoid penalties, they are recommended to:

• carry out all procedures for gaining access to electronic reporting and installing the required software in advance, preferably in the pre-reporting period;
• submit the necessary declarations and reports to the tax office in advance - at least one day before the deadline for accepting documents.

We assume your responsibility to the tax and government authorities

The essence of the problem:

The general director is responsible for maintaining tax and accounting records, calculating taxes and timely submission of reports to the Federal Tax Service and funds.

If an accountant works dishonestly, the director faces administrative and, in some cases, criminal liability.

As a rule, it is very difficult to recover from an accountant damage caused by the unprofessionalism of a staff accountant, since the Labor legislation of the Russian Federation is very loyal to employees. While the director will be liable within the limitation period as a sole executive body.

Advantages of cooperation with us:

The accounting support agreement with our company guarantees our liability to government agencies in the amount of penalties/fines incurred due to our fault.

Praktika LLC bears responsibility in accordance with Civil Law and its own money; responsibility is specified in the contract, as a separate clause.

You save up to 50% on staff accounting / You optimize accounting costs

The essence of the problem:

When hiring an accountant, every manager/entrepreneur/business owner must understand that the costs of maintaining a full-time accountant will not be limited only to the amount of the accountant’s salary.

It is important to take into account the following necessary expenses:

Salary taxes, which amount to 43% of the wage fund;

Expenses for organizing a workplace: furniture, computer, printer, consumables, telephony, Internet, stationery.

As a rule, a full-time accountant requires professional support, which means that he needs to pay for an information and legal system, advanced training courses, seminars or professional literature.

The work of a modern accountant is unthinkable without software products, as a rule these are 1C products: Accounting and 1C Base for payroll. The cost of purchasing and maintaining 1C software products ranges from 40,000 rubles and often requires the support of IT specialists.

Advantages of cooperation with us:

We offer to pay for the actual amount of work, which consists of the number of processed primary documents. You always know how much and what you pay for. At the end of the quarter, we send a report on the work done.

We bear all indirect costs. (costs of purchasing, maintaining, updating 1C databases, organizing workplaces, etc.)

We offer real cost savings on accounting maintenance.

You get not just an accountant, but a whole team of specialists

The essence of the problem:

It is difficult for the general director/business owner to evaluate the professionalism of a full-time or visiting accountant, because neither the director nor the business owner are specialists in the field of tax and accounting.

For example, for a small organization with a simplified tax system of 6%, it is difficult to find a permanent qualified specialist or it will be unreasonably expensive.

If your company has one full-time accountant and he performs all areas of accounting from collecting and entering primary documents to preparing reports and submitting them to government agencies, then, as a rule, the workload can be significant, and the accountant has a lot of questions. The accountant has no colleagues with whom to consult or delegate authority. In such cases, the quality of accounting and tax accounting in the organization suffers.

It is not uncommon for a full-time accountant to feel “crowded” within a small organization, he has no professional growth, the accountant “burns out”, and is looking for options to work on the side.

Advantages of cooperation with us:

We provide professional accounting services, our services are highly intelligent and we attach great importance to the selection of specialists. Our specialists undergo several stages of testing for their professional level of training, knowledge of the theory of accounting, tax and accounting, undergo practical tasks and solve problems.

Our specialists are trained in communication skills, so much so that we can explain very complex issues in simple, understandable language.

In all matters, we look for several options for solving them, put ourselves in the shoes of our client, recommend and warn about risks.

Our team cares about the client; we obtain the maximum information necessary for our work ourselves, without distracting managers from important tasks.

Our methodologists monitor legislation updates on a daily basis, we subscribe to all professional literature, we use information and legal systems, and attend seminars and lectures.

You will no longer be a “hostage” to an accountant.

The essence of the problem:

As a rule, managers/business owners do not delve into the details of accounting, they do not know where the documents are, where the reports are, when they need to submit reports and how exactly to work in the 1C accounting database.

Very often, when changing an accountant, the manager is left with nothing, the accountant left and left nothing, did not transfer the case.

If an accountant got sick or went on vacation, the company was left without accounting for this period, all processes stopped.

Advantages of cooperation with us:

Our company provides accounting services in accordance with the contract, which details the work that we must perform regularly. The contract states exactly what our client will receive as a result of the work.

The accounting database will be stored on our server; at the first request of our clients, we are ready to provide an archive of the accounting database, submitted reports and protocols for receiving reports.

For electronic document management with the Pension Fund of Russia, you need to write an application and conclude a corresponding agreement with the Pension Fund on document flow. The sample can be downloaded for free via a direct link on the page

Electronic document flow with the Pension Fund of the Russian Federation is the future of legal relations in all spheres of society in Moscow and other metropolitan areas of the country. Walking through authorities with a mountain of heavy paper, bureaucratic chains, and queues are a thing of the last century. The simplicity of online document flow displaces established traditions and allows functions to be produced faster and more efficiently. Convenience lies in the absence of the need to personally visit the Pension Fund branch. To submit reports electronically, subscribers need to write an application and enter into an appropriate agreement with the Pension Fund of the Russian Federation on document flow at the place of registration of the enterprise. A sample application and agreement to the Pension Fund for electronic mutual work can be downloaded for free on the page using direct links.

The most popular information about electronic document management can be found in the regulations listed in the subject of the agreement. The Russian practice of introducing new products in office work requires its participants to initially visit the organization in order to educate them about further work with the programs. Further remote ability to exchange documentation with a government agency online will save much more time, nerves and paperwork.

Mandatory clauses of the agreement with the Pension Fund on electronic document management

:

• Title of the document, number, date and place of its preparation;
• The subject of the contract with a detailed interpretation of the functioning of the process between the parties;
• Technical conditions and information exchange procedure;
• Rights and obligations, liability of the parties, duration of the contract and other conditions;
• Below, participants traditionally endorse the agreement with signatures and seals.

Procedure for submitting electronic reporting:
- Files of the established format are generated;
- Next, the Pension Fund program checks the correctness of their formation;
- If there are errors, adjustments are required;
- There is a mandatory virus scan;
- Then the reports are signed by an authorized person using an electronic digital signature and sent to the Pension Fund;
- The Pension Fund body sends a response confirmation of receipt;
- If the reception result is negative, the subscriber receives a notification of refusal with justification of the reasons;
- As a result, a new submission of documents is required;
- If there are no questions about the package of documents, they are accepted and saved, and a notification is sent;
- All failures arising in the operation of electronic document management are regulated by the legislation on electronic document management and the agreement concluded between the parties.

Violation of deadlines (of course, after the reasons have been clarified) entails liability as provided for by law. It is best to begin actions to submit materials in advance, and not on the last day, and eliminate the risk of penalties.

Filling out all kinds of forms and other documents takes a lot of time from entrepreneurs. The Pension Fund met businessmen halfway and allowed them to submit the necessary reports not on magnetic media or in paper form, but in electronic form, which allows them to reduce the amount of time spent on registration and submission of documentation.

To connect to the electronic document management system, an entrepreneur must contact the Pension Fund branch and provide some documents, which include application for connection to electronic document management with the Pension Fund of Russia.

What is an application for connection to electronic document management with the Pension Fund of Russia?

The application is necessary for the Pension Fund to receive the written official consent of the businessman to transfer the company’s document flow to electronic form. The document is a form with special information about the enterprise entered into it - this necessarily includes data on the form of encryption of information, information about legal entities and individuals.

How to correctly fill out an application on form p26001 - find out

Legislatively provided the following options for submitting documentation enterprise to the Pension Fund:

• The report is submitted by a specialized company. This option is optimal if the accounting department cannot cope with the workload or for other reasons cannot submit reports. When choosing this option, an outsourcing agreement is concluded with the company providing the services.

In order for a company to have the right to work with employees’ personal data, the company’s management should obtain written consent from each employee to transfer their data to another company and use the information received by it.

• Submission of reports through a special operator. This option is for companies with more than five dozen employees; smaller companies have the right to choose the first option. The essence of the method is to find a company that specializes in providing electronic document flow between companies and the Pension Fund.

You can find a special operator on the Internet and enter into an agreement with him. Each special operator has its own encryption system, so when filling out the application, you must indicate which algorithm will be used when transferring documents.

The application must indicate a number of information:

• About the company providing encryption and data transmission services- the full exact name of the operating company and the type of information cryptographic protection tool (CIPF).
• About the legal entity- TIN and full exact name of the company, checkpoint and contacts (telephone numbers and email address), registration code in the Pension Fund of Russia.
• About an individual- Full name, passport details, contacts (e-mail and phone number), registration number of the individual in the Pension Fund; permanent addresses and places of residence.

and step-by-step instructions for filling out are in the publication at the link.

What information is required to be included in the application?