Duplicate sick leave: what to do if you lose the document, how to issue it, features of receipt

What is a duplicate sick leave certificate?

This is the same document as the primary sick leave. It has the same legal meaning. On its basis, the employer is obliged to pay his employee for sick days.

It is received in the following cases:

incorrect filling in by a doctor of a medical institution or a responsible employee;
loss due to the fault of management or the employee himself.

Note! A copy of the sick leave certificate may be issued in the event of force majeure circumstances encountered by the employer. If there is a corresponding conclusion, the medical institution must issue a duplicate.

Absence from work

After the certificate of incapacity for work is transferred to the employer, the employee of the enterprise relieves himself of any obligation to preserve the document. But it is also possible that the paper will be lost due to the fault of the responsible persons of the company.

Important!
According to the general rule, certificates of incapacity for work are stored in the company’s archives for 5 years and can be used if necessary.

How to restore a document lost due to the fault of the employer? First of all, an internal investigation is conducted to identify the perpetrators and the reasons for the violation. The actions of the enterprise will depend on the results of this check. It is also important to find out whether financial compensation has been paid according to the document.

The procedure for obtaining a duplicate sick leave certificate

To obtain a duplicate of an electronic or paper sick leave certificate, you must take certain actions. The exact order depends on whose fault the copy is made.

If a sheet is lost by an employee

How to get a duplicate sick leave if an employee has lost the original? It goes like this:

you need to visit the medical institution where the original was issued. You need to contact the attending physician who signed the initial document;
You need to have a passport with you;
the doctor will issue an application form in which you will need to indicate a request for a copy of the certificate of incapacity for work;
Based on the application, a medical commission will be convened, which will make a decision. As a rule, it is in favor of the applicant;
Along with your passport and application, you must bring a certificate from your place of work stating that the person did not submit sick leave for payment for a specific period;
Based on the positive decision of the commission, the attending physician issues a duplicate.

Note! The new document will be marked “duplicate” and the corresponding code will be indicated.

If the sheet is lost by the employer

Not only the human factor can cause the loss of sick leave. This may occur due to force majeure. Then you need to present the appropriate document to the medical institution. For example:

if there was a fire, then a certificate from the fire service;
if there is a natural disaster - a certificate from the Ministry of Emergency Situations;
if the enterprise archive is flooded, then a certificate from utilities or other responsible services;
if theft occurred, then a certificate from the investigative authorities or inquiry.

Note! If there was a natural or emergency situation, the employer must also draw up an act for the enterprise and personally sign it. A copy must also be submitted to the medical institution that issued the original sick leave.

A responsible employee at the employer’s enterprise is responsible for filling out a certain part of the document. He may lose his sick leave or ruin it by filling it out incorrectly. The medical institution will not issue a duplicate, considering the guilt of an outside responsible person to be an insufficient basis for this. Consequently, the employer will not be able to report to the Social Insurance Fund about the money spent. But he is obliged to pay disability benefits.

The person who is to blame for the loss or damage of the document is obliged to reimburse the costs. If a sick person does not want to go to the clinic and receive a duplicate, the employer’s administration has no right to force him. If he himself expresses a desire, then you can do this:

management will draw up an appropriate act in which it fully admits its guilt and the guilt of the responsible employee. If possible, the report must indicate the details of the lost document;
with it, the employee, taking his passport with him, goes to the medical facility. If this requires taking time off, the employer is recommended to pay for it;
a commission is also convened, and a copy is issued based on its decision.

Note! The medical commission has the right to refuse to issue a duplicate, since the guilt of an outside responsible person is not a valid reason for issuing a copy. But this does not always happen; often a duplicate is issued.

If the employer, through whose fault the primary document was lost or damaged, refuses to pay benefits for sick days, the employee should complain to the Social Insurance Fund office at the place of work.

In case of a doctor's mistake

Doctors are people too, and they can make mistakes when manually filling out a paper sick leave. If an error occurs, the doctor must take the following actions so that the person can receive benefits at work:

take a new form and fill it out according to all the rules. Damaged destroyed properly;
issue a new document to the person.

If an error is discovered at work, after the employee submits the document to the accounting department, management must:

contact the regional office of the Social Insurance Fund;
consult a specialist.

If an employee of the Social Insurance Fund confirms the presence of an error from a medical institution, an authorized employee from the enterprise contacts the clinic with a request to issue a correctly completed sick leave.

Doctor errors include:

the name of the enterprise is indicated in quotation marks;
the name of the employer is not written as required by Russian and international law;
the abbreviation is specified arbitrarily;
the doctor indicated his specialty not in accordance with the medical reference book, but in abbreviation;
The doctor's initials are spelled with hyphenation.

It is permissible to indicate the name of the employer's enterprise inaccurately. That is, the company’s management has the opportunity to independently supplement this data without damaging the sick leave and the rules for its registration.

Authentication of paper copies

According to the FSS, every year organizations discover about 2.5 thousand fake ballots and their copies, which allow people not to work and receive benefits. You can find many resources on the Internet that sell fake documents. Therefore, the issue of verifying the authenticity of certificates of incapacity for work is very relevant. Unfortunately, today the legislation does not allow companies to create a unified register of issued paper sick leave, so there are several ways to check the originality of the bulletin:

Independently, having studied the form of the certificate of incapacity for work. It should be blue (the squares are yellow), with darkening around the edges, made from paper similar to that used to make paper money. Such raw materials include protective fibers; they can be seen under ultraviolet light, and under infrared light the paper completely changes color to green and red. Watermarks, sheet number, barcode - all this can be found on this document.
An official request to the medical organization that issued the sick leave or to the Social Insurance Fund for information. A written request is usually written in any form and contains the number of the form being checked, the date of its registration at the clinic, its OGRN, address and full name.
Checking the document number against the database of invalid forms, whose Russian social insurance numbers are posted on its official resource.

When the inspectors have established that the ballot is falsified, the company management does not award benefits, since the federal insurance fund will not reimburse the costs incurred by the employer in paying such compensation. If the forgery is discovered when the payment has already been made, then the employer has every right to deduct the entire benefit from the guilty employee, but not more than 20% of each salary or next compensation. Upon dismissal, unpaid benefits can be recovered in court. An employee who submits false papers faces charges of fraudulent activity (Article 159.2 of the Criminal Code of the Russian Federation), if the data has already been included in social insurance - in such a situation, the employer is obliged to report the scam to the police. If the fund is not yet aware of it, then the employer can keep silent about the fake - they won’t get anything for it.

Precisely one of the reasons for introducing electronic sick leave into the Russian healthcare system is to reduce to zero the possibility of employer deception. While the complete transition to digital analogue has not yet occurred, the system is still being tested.

Rules for registering a duplicate

How to issue a duplicate sick leave certificate? The doctor should know this; he is the one who will do this, regardless of who is to blame. There are certain rules for filling out a certificate of incapacity for work:

language – Russian only;
in block letters, legible and understandable. Each letter is in a separate cell;
Only black ink can be used;
you cannot go beyond the boundaries of the cells;
You need to enter data from the first cell;
the seal must be placed in a strictly designated place, not go beyond the limits, and not fall on cells that are not intended for this;
The seal imprint must clearly identify information about the medical institution.

Note! A copy of the sick leave must not differ from the original. The only difference is the “tick” at the very top, which is placed opposite the word “duplicate”.

The doctor must also take into account the following nuances when issuing a duplicate:

You can fill out the form either by hand or on the computer;
in the place where the date should appear, you need to write down the date of issue of the duplicate sick leave certificate, and not the original document;
if there is data on the first sick leave, then you need to fill in the corresponding cells;
the duration of the illness is indicated on one line;
There must be not only the data and signature of the attending physician, but also the chairman of the medical commission, who made a positive decision to issue a duplicate to the person.

The copies indicate the date of issue of the duplicate sick leave certificate, not the original document

To receive a copy of the document, you must have with you:

passport;
a certificate from the place of employment stating that sick leave was not provided for the assignment of payments (if the loss occurred due to the fault of the employee).

At the medical institution, he will have to write a corresponding statement, which will be considered in the prescribed manner.

Application for issuance of a duplicate sick leave certificate

The form to fill out will be issued either by the secretary of the head physician or at the reception desk. It must contain the following information:

Full name and position of the head of the medical institution. As a rule, it is written in the name of the head physician;
name of the clinic;
information about the applicant - full name, residence address, contact details;
period of illness according to the primary document;
information about the attending physician;
the reason why the applicant is asking for a duplicate. If this happened due to the fault of the employee, then it is recommended to write “due to my carelessness, the document was lost”;
indicate that sick leave was not provided at the place of work. This fact must be confirmed by a certificate from management;
request for a duplicate;
date of writing;
the applicant's signature and its transcript.

If it is technically possible, then it is better to prepare the primary document using a computer.

Now medical institutions everywhere are switching to electronic sick leave certificates. This allows you to avoid mistakes on the part of medical staff and reduces the risk of loss. After issuing an electronic document, one copy of it can be sent directly to the Social Insurance Fund office, which reduces the risk of loss by the employee or employer.

If this does not happen, then using a computer program it is easier to issue a duplicate.

Features of using electronic forms

Many employers are starting to switch to using electronic document management. This even applies to the use of electronic sick leave. In this case, the document is drawn up in electronic form. After the sick leave is closed, the documentation is sent to the employer and the Social Insurance Fund via special communication channels.

Under such conditions, the patient does not directly receive any documents. The employer receives the slip in electronic form, after which, on the basis of this document, money is transferred from the Social Insurance Fund in the form of temporary disability benefits. Under such conditions it is impossible to lose a leaf.