Keeping records of personnel orders in the organization. Entrust personnel matters to an accountant or a good secretary

The organization of personnel records at the enterprise is not a difficult, but painstaking task. It is solved by consistently launching personnel processes, which are regulated by the current legislation.

In general, the correct maintenance of personnel records not only saves the enterprise from inspections by regulatory authorities, but also allows employees to avoid problems, for example, with the issuance of pensions or the ability to claim other social guarantees. It often happens that due to improper office work in the workplace, people have to spend a huge amount of time, money and nerves trying to prove to any authorities their right to receive benefits, benefits and other payments. Therefore, every leader must remember that maintaining personnel records and proper organization of office work is one of the main tasks for which he is responsible to his staff and the state.

This article will tell you about the correctness of establishing this process, as well as about all its nuances. Further, it will be possible to get an answer to the question of how to properly organize personnel records from scratch step by step and avoid mistakes.

Concepts and definitions

Before understanding the adjustment of this process, it is necessary to define the basic concepts. So, personnel accounting is the process of organizing employee accounting, which is associated with the official registration of hiring, moving from one position to another and the release of personnel, as well as accounting for the labor relations of the enterprise and its personnel.

Personnel records management is an activity that ensures the maintenance of documentation and the organization of work with personnel documents.

Thus, it becomes clear that personnel records management and personnel accounting are two interrelated phenomena that are aimed at implementing the personnel policy of an enterprise.

Goals and objectives

The purpose of personnel records is to establish an effective, working system of personnel records management and properly formalize labor relations between the employer (enterprise) and the employee (staff) directly.

But the tasks that personnel records are designed to solve are the following - regulation of the relationship between the employer and employees of the enterprise and the creation of an organizational and legal basis for labor relations.

Having understood what personnel records are, you can begin to consider how to properly organize personnel records from scratch step by step.

Stages of organizing personnel records

So, before you start organizing personnel records step by step from scratch, you need a clear action plan, broken down into stages. This will help you not to miss important points in this process.

So, the organization of personnel records in general involves the passage of the following stages:

  1. Creation of a personnel service (department) if the enterprise plans to employ a large number of employees, or assigning accounting responsibilities to a certain specialist if the enterprise plans to have a small number of employees.
  2. Development of the main regulatory documentation (in the field of enterprise personnel management).
  3. Organization of office work (determining who and how will draw up documentation, developing forms of orders on personnel matters, maintaining reporting journals, etc.).
  4. Automation of personnel records (if necessary).
  5. Determination of ways to control the correctness of accounting (regulation and assignment of powers to officials responsible for proper accounting).

Each of these stages has certain tasks and subtasks. All of them need to be considered.

Who should keep records?

As noted earlier, there are two ways to determine who will be responsible for maintaining personnel records in an enterprise. In general, it depends on how many people are planned to be employed in order to achieve the goals (as a rule, the goal of the enterprise is to organize commercial activities for profit).

For large companies, it is recommended to create a personnel service or a full-fledged human resources department. For small enterprises, it is acceptable to assign the duties of a personnel officer to an accountant or secretary. However, there is a third option - the transfer of accounting for outsourcing to specialized organizations.

When creating a service or department, you will need to create certain regulatory documents, namely the regulation on the service (department) and job descriptions of employees. In the case of assigning duties to an accountant or secretary, it will be necessary to prescribe the functions of a personnel officer in the job description of the selected employee. If there is such a need, it is recommended to send an accountant or secretary to HR courses. This will help improve the skills of employees who will be responsible for personnel matters. But if it was decided to cooperate with third-party organizations on the transfer of accounting responsibilities to them, then the conclusion of an agreement is required.

Development of mandatory personnel documentation

There are a number of documents that are mandatory for those who maintain personnel records and office work. First of all, such a document is the staffing table. It is a document that displays the composition, staffing and wages of employees, as well as the names of positions. In the staffing table, the positions of employees are divided into departments, which makes it possible to make a quantitative and qualitative analysis of the entire enterprise.

The next step is to develop a standard form of personnel orders, which will display information about the admission, transfer to another position, sending on vacation and dismissal of employees of the enterprise.

The next mandatory document is the internal labor regulations. They display the main points that regulate the labor activity of all employees of the enterprise. According to this document, if an employee violates the rules described in the document, he can be punished by bringing him to disciplinary responsibility.

Also, another document of personnel records is a standard contract on the conclusion of labor relations between an enterprise and an employee. Employment contracts can be of the same type or worked out for each position separately. In addition, the company must develop a time sheet that will display the actual hours for which the employee will receive wages.

You should also remember about the vacation schedule at the enterprise. This document is developed no later than two weeks before the end of the year. The vacation schedule displays the calendar plan for sending people on mandatory vacations. When drawing up such a plan, it should be remembered that personnel should be sent on vacation in such a way that the simultaneous absence of certain employees does not entail a break in the work process of the enterprise.

We should not forget about the development of regulations on wages. This document displays the process of payroll for the organization's personnel, and also regulates the accrual of additional payments, for example, allowances, incentives or bonuses. The final stage is the development of regulations on the divisions of the enterprise and job descriptions for specialists and employees. In addition, it is recommended to develop a regulation on personal data. After the regulatory documents have been prepared, you can begin to organize office work.

office work

Office work includes maintaining proper documentation related to the admission, movement and release of personnel.

Mandatory is the maintenance of personal files that are filed for each employee of the enterprise. It includes a personal personnel record card, an application for admission, a copy of a passport, copies of documents on education, a certificate of medical examination, a copy of a military ID (if any) and other documents that are generated in the course of an employee's labor activity. . And also another and very important task is to fill out work books.

In addition to all of the above, other documents can be developed that are directly related to the specifics of the enterprise, ensuring the correct work in the field of personnel accounting.

What magazines should be in personnel records management?

First of all, you need to create the following logs:

  • familiarization with the rules of internal labor regulations;
  • registration of personnel orders;
  • registration of orders for employment;
  • registration of orders for regular holidays;
  • accounting for sick leave;
  • registration of employment contracts;
  • accounting for seconded workers;
  • accounting of working time;
  • accounting for the movement of work books;
  • accounting for personal cards;
  • accounting checks.

In addition to the logs themselves, instructions for completing them can be developed as an addition to them. And also all the documentation that is registered in these journals is stored in separate folders according to the approved nomenclature.

Accounting automation

As it has already become clear from the above information, personnel records are a very painstaking process that requires special attention from employees who are responsible for maintaining this issue. Therefore, today it can be simplified by automation.

There are many programs that simplify the work of personnel officers and reduce the likelihood of making any mistakes. As a rule, the enterprise must install licensed versions of such software. However, it is worth noting that the purchase of such a program will pay for itself in a short time and will not allow you to make serious mistakes in your work. In general, such programs solve such problems:

  • maintaining personnel records in accordance with labor legislation;
  • preparation and formation of reports on the issue of personnel;
  • production of timely approvals of all personnel processes with the accounting department or accounting department.

One of the most popular and sought-after programs today is 1C with the Human Resources configuration.

What to do if it is impossible to independently organize personnel records step by step from scratch?

If an enterprise had to face such a problem when it is not possible to independently establish personnel processes, then it is not difficult to solve this situation. For these purposes, there are companies that are able to provide such a service.

Specialists of consulting companies will conduct an audit and develop the necessary package of documents. In general, such organizations are called upon to solve the following tasks:

  1. To select the optimal system of personnel records management at the enterprise.
  2. Develop internal regulations.
  3. Develop the necessary instructions and regulations.

In addition, such specialists can, if necessary, lead the creation of a personnel management service and a document management department. In general, the involvement of third-party specialists helps the management to establish work in this direction. This is very useful for the enterprise as a whole, especially when creating it.

Conclusion

Summing up this article, it is worth noting that personnel records and personnel management are interrelated processes, where the personnel policy of an enterprise will completely depend on the quality of the organization of the first.

In no case should personnel issues be overlooked, because not only the activities of the organization, but most often the fate of employees depend on them. One has only to imagine how outraged those people are who cannot receive their well-deserved pension or any other payment due to the poor performance of their duties by the personnel officer.

Having considered the question of how to properly organize personnel records from scratch step by step, you can begin to implement a program to establish this process in the enterprise. The most important thing is not to neglect the recommendations of the Labor Code, the decisions of the Ministry of Labor, the State Statistics Committee, the Federal Archives and other government departments.

After all the personnel processes inside have been established, you should not lose sight of them. It is important to remember that employees who deal with personnel records should at least occasionally be sent to HR courses to improve their skills. And also it is necessary to carry out a planned audit of accounting processes in the field of personnel. This will help to maintain the work in this direction at the proper level.

Personnel accounting in an organization is a documentary registration of the movement of personnel and the organization of work of employees in an enterprise. Personnel accounting is a prerequisite for the existence of any organization.

The procedure for maintaining personnel records at the enterprise

The Labor Code obliges the employer to draw up an employment contract with each employee, issue an order for employment, and issue certificates upon dismissal.

In addition, the employer has an obligation to fill out a work book for those persons who have worked for him for more than 5 days. Failure to comply with these (and not only) rules leads to fines during inspections by the state labor inspectorate. It turns out that the correct maintenance of personnel records at the enterprise is necessary in order not to violate the law, avoid fines, and not violate the rights of employees. Not to mention that managing employees is much easier when HR records are in order.

Who is responsible for the correctness and completeness of personnel records in the organization?

Who should be responsible for personnel records in the enterprise? The answer to this question is very, very ambiguous, since it depends on how much a person works in an organization, what issues accounting, lawyers, and so on solve.

In fact, any more or less large enterprise has a human resources specialist or even an entire department. In smaller enterprises, personnel records management is carried out by a secretary, accountant, lawyer (if any). But most of the time it's an accountant. There is always an accountant at the enterprise.

In general, there are several areas of work in personnel records. And it is quite logical if the duties of the persons responsible for maintaining personnel records management are divided according to these areas.

So, for example, there is a person responsible for documenting the hiring process. This person draws up orders for admission, draws up an employment contract (usually simply enters the data of the newly hired, filling out the established template), makes an entry in the labor. There is also a person responsible for maintaining the time sheet. Marks turnout, lateness, collects explanatory notes, and so on.

Accounting specialists can also solve HR issues. These specialists are engaged in the calculation and payment of wages to the employee, the provision of tax deductions, the submission of reports to the Pension Fund, the Medical Insurance Fund, and the Social Insurance Fund. As a rule, these employees give out to the employee. In addition, these professionalsLawyers can draw up for employees.

The company may have a recruiter position. This is a recruiter, the first link in the chain of finding employees for vacancies.

The Head of Human Resources is the person in charge of the overall management of the Human Resources department. Such an employee may draw up, and also, at the request of an employee or law enforcement agencies, may provide

In addition, it should be noted that the specialists of the personnel department do not make management decisions: they only document the events in the employee's work activity - acceptance, lateness, absenteeism, dismissal.

Responsibility for maintaining personnel records

In any case, whoever is involved in maintaining personnel records at the enterprise, it is important that this person (or several) keep this record correctly. Otherwise, the organization faces legal risks (a principled employee will go to court), financial risks (controlling authorities will identify violations during the audit and charge additional fees along with fines or simply issue a fine).

In addition, any entrepreneur must be aware of social responsibility of business. This is a responsibility to the people who are provided with jobs.

For example, article 62 of the Labor Code of the Russian Federation guarantees the employee the free receipt of work-related documents and their copies. Or, for example, Article 94 of the Labor Code guarantees different categories of workers different duration of work (shift). In addition, Article 173 of the Labor Code provides guarantees for employees receiving higher education. Article 114 of the Labor Code guarantees the employee the provision of annual paid leave. These rights are guaranteed and inalienable rights of employees. However, the employer will be able to observe these rights only if the personnel records in the organization are properly maintained. Without well-organized personnel records at the enterprise, the observance of the rights of employees becomes extremely difficult, which leads not only to the potential for violation of the rights of employees, but also to possible legal risks during inspections by regulatory authorities.

Do you want to put things in order in personnel work? Where to start in a new company, how to put things in order in an existing one? Follow expert advice. And without panic! You will succeed.

In practice, there are two situations when professionals are interested in the topic of step-by-step personnel office work:

  1. In an already existing company, personnel records management is “somehow” conducted, there is no system, there are many violations. If you find yourself in such a situation, first assess the state of personnel documentation from the employer and issue the results of the check. Examples of memos from the article "" will help you. After checking, start restoring and systematizing the work according to the 8 steps from this article.
  2. A newly created organization is just starting its activity or an individual entrepreneur has its first employee - it is better to immediately start personnel work correctly. Step one...

1 step. Organize staffing. There are three ways

Determine the person responsible or responsible for the state of personnel records management at the employer. All employers are very different. They differ in the number of staff, field of activity, staff turnover, management approaches, economic opportunities. Answering a favorite HR question:

Are there standards for the number of personnel officers for the number of employees?

“Unfortunately, there is no universal formula that would suit everyone. The standards for personnel procedures, which are given in the decree of the USSR Ministry of Labor of November 14, 1991 No. 78, are outdated. On average, the figure according to the standards currently ranges from 200 to 270 employees per personnel officer. But ideally, you need to calculate the time for paperwork directly with your employer.

Depending on the staff of the company, staff turnover, economic opportunities, the employer can organize personnel records management in one of the following ways:

  • structural unit, for example, the personnel department headed by the head;
  • the only HR specialist;
  • internal combination - most often found in small companies up to 100 people. Internal combination is when the work of conducting personnel records management is entrusted to an employee whose labor function is not initially related to personnel records, for example, an accountant or office manager.

Combination is an assignment to an employee with his written consent to additional work in another position, profession, specialty (Article 60.2 of the Labor Code of the Russian Federation). To apply for a combination, include the position in the staff list (in this case, the rate may not be an integer, it is important to simply reflect the employer's need for the labor function of a HR record keeping specialist).

A typical misconception: the position for which the combination is drawn up is not included in the staff list. In the consent, write down the term, content and volume of the work performed and the amount of the additional payment.

So, the first step is to determine how you were assigned to conduct personnel records management:

  1. Your position is part of a structural unit, for example, the HR department.
  2. You are the only specialist in personnel records management, you have an employment contract, and it is your responsibility to conduct personnel records management in full.
  3. HR records management is registered for you in the form of a combination.

After your authority to organize and conduct personnel records management has been verified, carefully study the constituent documents.

2 step. Study the founding documents

First of all, pay attention to the name of the employer.

Typical mistake: in personnel documents, the name of the employer is not indicated in accordance with the constituent documents. For example, in the Charter, the full and abbreviated name are spelled out, and in personnel documents - only the full or only abbreviated name of the employer.

Study in the constituent documents the issue of the authority to make a decision on the conclusion, termination of an employment contract, according to the approval of local regulations. Determine who is the authorized person of the employer, if it is a legal entity.

Typical mistake in an employment contract: in the constituent documents, the head of the company is registered as an authorized person of the employer, in the preamble of employment contracts, the head acting on the basis of the Charter is indicated, and at the end of the employment contract, the employer’s signature is affixed by the head of the personnel department, or deputy general director, etc., that is not the leader.

Remember a simple rule: who is indicated as an authorized person of the employer at the beginning of the employment contract, he signs it.

3 step. Create a staffing table

Why is the staffing table one of the first documents that is directly related to the labor function of a personnel officer? The staffing table is a document of an organizational and administrative nature, which in its essence answers the question: what kind of labor functions does the employer need.

Remember the rule: not a single employee can be registered outside the staffing table, “out of state”. There, "outside the state", only contracts of a civil law nature. All the needs of the employer in labor functions are determined by the staffing table.

A labor function is work according to the position in accordance with the staff list, profession, specialty, indicating qualifications; the specific type of work assigned to the employee (Art., Labor Code of the Russian Federation).

The staffing table can be approved in a unified form - form T-3 (approved by the Decree of the State Statistics Committee of the Russian Federation of 01/05/2004 No. 1) or develop and approve your own form (preferably, an annex to the organization's accounting policy). In the column "Number of staff units" you can indicate not a full rate, for example, 0.25 or 0.5.

Who develops the staffing table?

Evgenia Konyukhova, teacher at Kontur.School:

“In accordance with the qualification directory of positions, the labor economist is engaged in the development of the staffing table. But not all employers have such happiness (a labor economist). Therefore, the one responsible for the development of the staffing table is the one whose job responsibilities include the development of a draft staffing table. It is approved by order and kept constant. There are no legislative restrictions on the number of changes to the staffing table.

4 step. Determine the required number of local regulations

Local regulations are a big topic. Most often, experts ask for a “magic pill of happiness” in the form of an exhaustive list of local regulations that are mandatory for them. But there is no universal, suitable list for all employers. There are a few rules to keep in mind:

  1. Only employers classified as micro-entrepreneurship entities in accordance with Art. 309.2 of the Labor Code of the Russian Federation, may partially or completely abandon local regulations. Provided that they transfer those issues that should be resolved in local regulations to a standard form of an employment contract. All other employers are required to have the required number of local regulations available.
  2. There is a list of local regulations that is mandatory for all employers: internal labor regulations (Article 189 of the Labor Code of the Russian Federation), local regulations establishing wage systems (Article 135 of the Labor Code of the Russian Federation), local regulations establishing the procedure for processing personal data , rights of employees, features of the transfer and storage of personal data (Chapter 14 of the Labor Code of the Russian Federation, Federal Law of July 27, 2006 No. 152-FZ).
    Pay attention to the local normative act establishing the remuneration systems: as such, it may also not exist in an independent form, for example, in the form of the Regulation on remuneration, if the remuneration systems are prescribed in the employer's internal labor regulations or collective agreement. It is also mandatory to develop and approve a vacation schedule - no later than two weeks before the start of the calendar year for which it is drawn up. If the organization was created at the beginning or middle of the calendar year, you finalize this year without a vacation schedule.
    There may be local regulations that become mandatory upon the occurrence of certain conditions, for example, the provision on business trips, the collective agreement, the provision on attestation of employees, etc. It is in this matter that systemic, comprehensive knowledge of labor legislation as a whole is needed. In the advanced training course "" and the course of professional retraining "", a separate lesson is allocated to local regulations.
  3. Local regulations are adopted taking into account the opinion of the representative body in accordance with Art. 372 of the Labor Code of the Russian Federation. This item is mandatory if there is a representative body of employees, but at the stage of organizing personnel records management, most likely, it is simply absent. If so, skip this paragraph.
  4. The employee must be familiarized with all adopted local regulations against signature in accordance with Part 2 of Art. 22 of the Labor Code of the Russian Federation. Newly hired workers must be familiarized against signature before signing an employment contract (Article 68 of the Labor Code of the Russian Federation).

5 step. Check how the manager is recruited

The leader is the key person in the organization. First of all, check all the documents for its design. There must be a response to a request from the register of disqualified persons maintained by the tax authorities. This is a requirement of Part 2 of Art. 32.11 of the Code of Administrative Offenses of the Russian Federation.

The head has a dual legal status:

  • is the sole executive body of a legal entity;
  • performs the duties of an employee - the labor function of a manager.

The manager must be issued documents on the appointment (election) of his general director in accordance with federal laws and constituent documents and documents in the framework of labor legislation: an employment contract, an order for employment. An entry must be made in the work book.

Beginning specialists, and even experienced ones, sometimes ask the following question: how to make an entry in the work book about hiring a general director? The answer lies on the surface: the work book is the main document confirming the length of service, and information about hiring, and not about the procedures for election or appointment, is entered in the work book. Therefore, after concluding an employment contract, issuing an order for employment, make an entry in the work book specifically about employment with a link in column 4 to the details of the order for employment.

A typical mistake in drawing up an employment contract with a manager: the term of the employment contract does not correspond to the term of his powers as the sole executive body in accordance with the constituent documents. At the stage of concluding an employment contract, carefully study the constituent documents in order to prevent such a mistake.

6 step. Prepare a draft employment contract

An employment contract is one of the main documents in regulating labor relations with employees. I recommend that you carefully consider and develop templates for employment contracts for hiring different categories of workers.

Based on the results of inspections by the State Inspectorate, the employment contract also becomes the most expensive document in personnel records management in terms of penalties. Responsibility is provided for under Part 4 of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation for legal entities, for example, from 50,000 to 100,000 rubles, and sometimes inspectors multiply the fine by the number of employment contracts.

A standard form of an employment contract has been developed and approved only for heads of state (municipal) institutions and employers, small businesses classified as microentrepreneurs. In other cases, employers independently develop the form of an employment contract.

  • surname, name, patronymic of the employee and the name of the employer (surname, name, patronymic of the employer-individual) who entered into an employment contract;
  • information about documents proving the identity of the employee and the employer-individual;
  • taxpayer identification number (for employers, except for employers-individuals who are not individual entrepreneurs);
  • information about the representative of the employer who signed the employment contract, and the basis by virtue of which he is endowed with the appropriate authority;
  • place and date of conclusion of the employment contract.

As a rule, this information is entered in the preamble to the employment contract, or some of the information remains in the preamble, and some is transferred to the last page of the employment contract.

Example:“Interes Limited Liability Company”, (TIN 1234567890) hereinafter referred to as the “Employer”, represented by Deputy General Director P.S. 08/05/2011 No. 12, on the one hand, and a citizen of the Russian Federation Nikolai Sergeevich Veselov (passport series 0477, No. 123456 issued by the Federal Migration Service for the Southern Administrative District of Moscow on 08/20/1997), hereinafter referred to as the "Worker", on the other hand, in accordance with the labor legislation in force on the territory of the Russian Federation have concluded this employment contract on the following: ... "

Recommendation 2 Remember about the mandatory terms of the employment contract, they are listed in Part 2 of Art. 57 of the Labor Code of the Russian Federation. But not all of them are always required! Some are required under certain conditions:

  • the term of the employment contract and the circumstances (reasons) that served as the basis for concluding a fixed-term employment contract in accordance with the Labor Code or other federal law (specify only when concluding a fixed-term employment contract);
  • guarantees and compensations for work with harmful and (or) dangerous working conditions, indicating the characteristics of working conditions at the workplace (specify only if you employ an employee with harmful or dangerous working conditions);
  • mode of working time and rest time (include in the employment contract only if the mode differs from the general rules in force at the employer);
  • conditions that determine the nature of the work (travelling, mobile, on the road).

Recommendation 3 Consider the articles of the Labor Code that establish the specifics of regulating labor relations with certain categories of workers or the norms of federal laws that regulate your type of activity. When developing a draft employment contract, do not use sources of dubious origin from Internet resources.

Look at different sources and, having passed them through the “prism” of Article 57 of the Labor Code of the Russian Federation, develop your own form.

The employment contract can include additional, named in Part 4 of Art. 57 of the Labor Code of the Russian Federation, and other conditions. But for their absence, the employer will not be held responsible.

If the activities of employees are related to the maintenance of material assets, I recommend immediately developing and preparing a template for an agreement on full liability. Then you can sign it at the same time as the labor one.

There is a separate detailed lesson on liability in Kontur.School. In the lesson program:

  • Liability of an employee: grounds, terms and procedure for involvement.
  • Cases of full liability of the employee.
  • Agreement on full individual or collective liability.
  • The liability of the employer for the delay in wages, vacation pay, and other amounts due to the employee.

7 step. Prepare documents for maintaining work books of new employees

To get started, prepare an order appointing a special authorized person responsible for maintaining, storing, recording and issuing work books.

Remember that forced labor is prohibited. If the duties of maintaining, accounting, storing and issuing work books were not prescribed in the employment contract or the job description of the responsible person, it is necessary to supplement the employment contract with these duties by agreement, or to amend the job description. If such responsibility will be assigned to an employee whose function does not include personnel records management, for example, to the chief accountant, I recommend that you first draw up a combination agreement, i.e. on entrusting the employee with additional work with his written consent with an additional payment in accordance with Art. 151 of the Labor Code of the Russian Federation.

At this stage, also check that the organization has purchased and accounted for in the income and expense book for accounting for the forms of the work book and the insert in it, the forms of work books and inserts in it. The employer is obliged to constantly have the required number of work book forms and inserts in it (clause 44 of Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, hereinafter - Decree No. 225).

Store forms of work books and inserts in the accounting department as strict reporting forms. The income and expense book is also kept by the accounting department (see clause 41 of Resolution No. 225). At this stage, also issue a book of accounting for the movement of work books and inserts in them. It is run by the Human Resources Department.

The income and expense book for accounting for the forms of the work book and the insert in it and the book for accounting for the movement of work books and inserts in them must be numbered, laced, certified by the signature of the head of the organization, and sealed with a wax seal or sealed.

8 step. Prepare HR documents

Registration of personnel procedures begins with the registration of employees for work.

What mandatory documents should be at hand at the personnel officer at the stage of registration of employees for work?

Typical kit (excluding features):

  1. A set of local regulations to familiarize employees with them.
  2. A draft employment contract with job responsibilities included in it or in the job description.
  3. Form of an order for employment (Article 68 of the Labor Code of the Russian Federation). The order can be in a unified form - form T-1 (form T-1a) or in a form approved by the employer.
  4. Forms of a personal card in the form T-2 (for state or municipal employees, form T-2 GS (MS)). Please note: the T-2 personal card (T-2GS (MS)) is kept in writing, on cardboard.

Records about the employee, about hiring, permanent transfers, dismissals of the employee must be familiarized against signature in the relevant sections of the personal card (clause 12 of Resolution No. 225).

What to consider according to work books at this stage? Write an application to the accounting department with a request to issue a work book form if the employee does not have one, or enter information about the work book he has in the book of accounting for the movement of work books.

Organize a record of working time: the employer is obliged to keep records of the time actually worked by the employee (Article 91 of the Labor Code of the Russian Federation). For these purposes, you can use the unified forms of the time sheet T-12 or T-13, or approve your own form.

How to make changes to the employment contract?

Prepare documents:

  1. Agreement on changing the terms of the employment contract / supplementary agreement to the employment contract (if the change in the terms of the employment contract occurs by agreement of the parties in accordance with Article 72 of the Labor Code of the Russian Federation).
  2. An order to change the organizational or technological working conditions, written notices of changes and reasons that served as the basis for changing the terms of the employment contract, written proposals for another vacant job corresponding to the qualifications of the employee, as well as a vacant lower position or lower-paid job (if the change in the terms of the employment contract occurs according to employer's initiative in accordance with Article 74 of the Labor Code of the Russian Federation).

The list of documents for processing a translation depends on the type of translation:

  • in case of temporary transfer, an additional agreement is concluded to the employment contract on transfer, an order for transfer is prepared (as a rule, in the form T-5 or T-5a);
  • with a permanent transfer - an additional agreement to the employment contract on the transfer and an order on the transfer. An entry is also made in the work book and in the personal card T-2 (T-2GS (MS)).

List of documents for registration of holidays:

  • vacation schedule (approved no later than two weeks before the start of the calendar year). Read the article "";
  • written notices to employees about the start time of vacation in accordance with Part 3 of Art. 123 of the Labor Code of the Russian Federation (see the letter of Rostrud dated July 30, 2014 No. 1693-6-1);
  • leave order (form T-6, form T-6a).

This list may vary depending on the categories of workers or circumstances. For example, if an employee asks for leave not according to the vacation schedule, but at a convenient time for him on the basis of his written application (for example, such leave is granted to minors, Honorary donors of Russia, etc.). In this case, there will be no vacation notice. The employee will write a statement, and the employer will issue an order.

Labor legislation establishes requirements for the availability and execution of personnel documents in cases where the employer:

  • attracts employees to work outside the established working hours;
  • attracts to work on weekends and non-working holidays;
  • sends employees on business trips;
  • provides guarantees and compensation. This block of questions should be studied separately. We recommend that you familiarize yourself with the professional retraining program "" in the Circuit. School.

How to file an employee layoff

In this case, ground documents are needed, the type of which depends on the grounds for dismissal. For example, for the dismissal of an employee on his initiative, his written statement is required, for dismissal by agreement of the parties - an agreement on termination of the employment contract, etc.

Without fail, prepare an order for dismissal, with which you familiarize the employee against signature. If the employee is absent or refuses to read the order, mark the order accordingly.

Based on the order, make an entry in the work book and in the employee's personal card. After that, the employee puts his signature in the work book, personal card and in the book of accounting for the movement of work books when issuing a work book to the employee.

We looked at the mandatory steps for organizing HR records management from scratch.

  1. Develop a staffing table, determine the needs of the employer in labor functions.
  2. Check how the documents for the head are drawn up.
  3. Prepare a set of required local regulations.
  4. Develop employment contract templates for different categories of workers.
  5. Prepare the documents required for applying for a job.
  6. Prepare draft documents for registration of procedures related to the movement of personnel (holidays, business trips, recruitment to work on weekends, etc.).

3 624 views

Personnel documents from scratch for an LLC is a specific list of documents that must be drawn up at an enterprise from the moment it is created. About what this list is, what papers are included in it and how to draw it up, we will tell in our article.

Personnel documents (accounting) from scratch: types

Personnel records management is the maintenance of personnel documentation, that is, the regulation and legalization of labor relations between an employee and an employer. The maintenance of this documentation at the enterprise is entrusted to the personnel department or a special person authorized by a special order and having special knowledge in this area.

Personnel records include the following:

  1. Registration of labor agreements, contracts, annexes to them.
  2. Issuing and accounting for various management orders, such as hiring or firing orders.
  3. Registration and accounting of personal cards for employees.
  4. Preparation and maintenance of time sheets.
  5. Registration and maintenance of various documentation containing general information, such as journals, registers.

In order to correctly begin the execution of personnel documentation at the enterprise, it is necessary first of all to familiarize yourself with other documentation that should be at the enterprise. It includes:

  1. The decision or protocol that the enterprise was established.
  2. LLC Charter.
  3. Conclusion, information letters of the bodies exercising control over the activities of the LLC.
  4. Documents confirming the fact of registration of LLC.
  5. Documents confirming that the specified LLC owns some property.
  6. Regulations on the creation of branches, subdivisions.
  7. List of affiliated persons.
  8. Protocols, decisions of the founders (participants) of the LLC.

Familiarity with the main documentation will give the personnel officer an idea of ​​the specific documents that need to be prepared.

Types of personnel documentation

HR documentation is usually divided into two groups:

  1. Papers, the main purpose of which is the regulation of working conditions in the company, as well as methods of personnel management, for example, regulations on the structural unit, internal labor regulations.
  2. Documentation aimed at accounting for the personnel of the enterprise, for example, orders for hiring, granting vacations, sending on a business trip, etc.

Another classification of personnel documents involves their division into the following subgroups:

  1. Documentation regulating the labor activity of the enterprise:
    • employment contract;
    • appendices to the employment contract;
    • employment history;
    • employee's personal file;
    • other documents.
  2. Administrative documentation. It can include orders on personnel and other orders. You can find out how to draw up these documents from the article “Orders for personnel - what are these orders?”
  3. Internal business correspondence.
  4. Various documentation related to accounting and registration, for example, a register of orders for personnel. You can learn about the rules for its design from the article "How to keep a registration log for personnel".
  5. Documentation containing informative and settlement information, for example, a time sheet.

Required documents for personnel records: group 1

List of documents related to the first group (regulation of labor activity):

  1. Journal of registration of forms of work books and inserts to them. You can learn more about it from the article "Sample of filling out a work book record book - download".
  2. Internal labor regulations (Articles 189, 190 of the Labor Code of the Russian Federation).
  3. Regulations on the protection of personal data (Articles 87, 88 of the Labor Code of the Russian Federation).
  4. Orders and sheets of familiarization with local regulations, instructions, etc.
  5. Various accounting journals, for example, a register of employment contracts or the movement of work books.
  6. Documentation related to the special evaluation of jobs.
  7. Documentation related to labor protection. This includes various instructions, regulations, related acts and orders.

Required documents for personnel records: group 2

The second group, responsible for accounting for the personnel of the LLC, includes the following documents:

  1. Employment history. Its design is described in the article "Sample of filling out a work book in 2016".
  2. Staff schedule. You can learn how to draw it up from the article "Compiling a staffing table for an LLC in 2015 (sample)".
  3. Personal cards for employees in the T-2 form.
  4. Vacation schedule. You can learn about the procedure for their provision from the article “Procedure for granting holidays under the Labor Code.
  5. Labor agreements with annexes to them. The procedure for concluding an employment contract is described in the article.
  6. Instructions and orders, as well as documents that serve as their justification, such as memorandums, acts, etc.

We prepare documents from scratch

In order to properly start the preparation of personnel documentation at the enterprise from scratch, you must perform the following steps:

  1. Stock up on the necessary literature, as well as reference materials that will greatly simplify the execution of some personnel documents. Various legal systems can help with this.
  2. Read the articles of incorporation of the LLC.
  3. Determine and compile a list of documents that must be mandatory at the enterprise, taking into account the specifics of its activities.
  4. On the basis of the decision of the participants of the company, conclude an employment contract with the director of the LLC.
  5. Arrange staffing. You can learn how to do this from the article "We draw up a staffing table for an LLC in 2016".
  6. Develop and approve a standard form of an employment agreement, which will subsequently be used when registering new employees. You can read about the procedure for concluding contracts in the article “The general procedure for concluding an employment contract under the Labor Code of the Russian Federation”.
  7. Resolve the issue of who will draw up and maintain work books in the LLC. How this is done can be found in the article "Instructions for filling out and maintaining work books".
  8. To issue the employees of the LLC to work in the proper manner. What documents are required for this is described in the article "What documents are needed when applying for a job".

Features of personnel records for a micro-enterprise

The concept and status of a microenterprise are disclosed in the law "On the development of small and medium-sized businesses in the Russian Federation" dated July 24, 2007 No. 209-FZ.

In accordance with this law, a micro-enterprise has the following characteristic features:

  1. The number of employees is up to 15 people (part 2 of article 4 of the law of July 24, 2007 No. 209-FZ).
  2. The income received from all types of activities of such an enterprise does not exceed 120 million rubles. (clause 1, part 1.1, article 4 of the law of July 24, 2007 No. 209-FZ).

The Labor Code of the Russian Federation is supplemented by Ch. 48.1, which contains the features of labor regulation of small businesses, as well as micro-enterprises (Law "On Amendments to the Labor Code of the Russian Federation in Part of the Specifics of Labor Regulation of Persons Working for Employers - Small Business Entities Classified as Micro-Enterprises" dated 03.07.2016 No. 348-FZ). It comes into force on 01/01/2017.

Thus, under the terms of this chapter, micro-enterprises will have the right to refuse to issue the following personnel documents (Article 309.2 of the Law of July 3, 2016 No. 348-FZ):

  1. Shift graphics.
  2. Pay Regulations.
  3. Internal labor regulations.
  4. Award provisions.

At the same time, certain conditions that are regulated in other organizations by the specified local regulatory legal acts, the employer will be required to include in the employment contract. From 01/01/2017, micro-enterprises will have to conclude employment contracts in the form approved by Decree of the Government of the Russian Federation of 08/27/2016 No. 858.

List of documents that become mandatory under certain circumstances

Some personnel and accounting documentation may become mandatory in an LLC under certain conditions, for example:

  1. Collective agreement. It may become mandatory if there is an expression of will on its conclusion by at least one of the parties to the employment relationship. The article "Collective agreement - obligatory or not?" /kadry/trudovoj_dogovor/kollektivnyj_dogovor_obyazatelen_ili_net/ will help you sort out this issue.
  2. Regulations on the order of awards. It becomes mandatory if no other acts, as well as an employment contract, contain conditions on the procedure for calculating bonuses and additional payments.
  3. Shift schedule. Becomes mandatory if the organization works in shifts. You can learn more about this from the article “What is a shift work schedule under the Labor Code of the Russian Federation” (/kadry/rabochee_vremya/chto_znachit_smennyj_grafik_raboty_po_tk_rf/).
  4. Trade secret regulation. It must be applied if the terms and conditions are prescribed in the labor agreement with the employee, as well as a list of instructions that are included in a trade secret.
  5. Documentation related to foreign workers, as well as the rules for their admission. In the presence of such employees, the following documents must be present:
    • notification of the conclusion of an employment contract with a foreign citizen (clause 8, article 13 of the law "On the legal status of foreign citizens in the Russian Federation" dated July 25, 2002 No. 115-FZ);
    • work book of the established sample (part 1 of article 66 of the Labor Code of the Russian Federation);
    • education documents;
    • documents confirming the legality of the presence of such a person on the territory of the Russian Federation;
    • documents certifying the legality of the implementation of labor activity;
    • other papers necessary due to the specifics of the enterprise.

Drawing up personnel documents from scratch for an LLC requires an analysis of the constituent documents, as well as the activities that the organization is going to engage in, and the contingent of employees who are planned to be hired. Since 2017, personnel records at micro-enterprises have become especially specific.

Each employee expects from the employer respect for his rights, wages paid on time and a well-deserved vacation. The manager, in turn, expects the employee to clearly fulfill his duties. In addition, any business owner must be legally protected. All these points are regulated by personnel records. Keeping personnel records in an LLC will help you sort through all the relationships with your employees.

HR records management in an LLC is a way of managing personnel and working with an organization's workflow related to personnel. This may be the movement of personnel, settlements with employees and working hours.

Methods of maintaining personnel records

Unlike individual entrepreneurs, personnel management in an LLC is a mandatory component, even if only one participant is registered in the LLC, performing the functions of an accountant and general director. This is explained by the fact that the founder and LLC are two different entities. Therefore, the LLC performs the role of the employer, and the founder - the employee.

HR records management in an LLC is a way of managing personnel and working with an organization's workflow related to personnel.

Accounting can be done in 3 main ways:

1. Take on the role of an HR officer.

If you are not afraid to “start” the process, you have time and your organization is not so big.

2. Hire a personnel officer.

A modern HR specialist must think creatively, be legally savvy and pedantic.

3. Trust an outsourcing company specializing in HR administration.

There are several programs designed for personnel accounting. These are APCS (automated personnel management system), ERP system (enterprise resource planning), personnel records management in the cloud (SaaS). If we talk about software, then this is 1C.

Independent management of personnel records

Step-by-step instructions for maintaining personnel documents:

1. It is necessary to determine the regulatory and information bases that will be required for conducting personnel work.

Most of the documents required for conducting personnel records management are standardized by the decree of the State Statistics Committee of the Russian Federation "On approval of unified forms of primary accounting documentation for accounting for labor and its payment" dated 01/05/2004. Documentation that does not have standardized canons is drawn up in accordance with GOST R 6.30-2003.

  • Labor legislation of the Russian Federation (updated every six months).
  • Instructions for maintaining work books (approved by the Decree of the Ministry of Labor of the Russian Federation No. 69 of 10.10.2003).
  • Decree of the Government of the Russian Federation "On the maintenance of work books" (dated April 16, 2003).

Documents required for enrolling an employee in the state:

  • Passport (registration and registration).
  • SNILS (pension insurance certificate).
  • Military ID.
  • TIN (individual tax number).
  • Medical policy.
  • Specialist Diploma.

The importance of personnel documentation lies in the fact that it allows you to fix legally weighty facts, clearly regulates the rights and obligations of the employee and manager.

Depending on the characteristics of the organization, the package of documents for maintaining personnel records can be expanded. The head, solving personnel issues, can independently adopt local regulations within his powers, if they do not contradict the law.

Depending on the characteristics of the organization, the package of documents for maintaining personnel records can be expanded.

2. It is necessary to draw up the statutory documentation of the organization.

The charter should clearly spell out the conditions for recruiting the director, the terms of the head, the amount of his salary, as well as the procedure for approving the schedule of the work process.

3. You need to register a leader.

The design of the head is the first order on personnel created in the organization. It indicates the date from which the head begins to perform his duties.

4. It is necessary to compile a list of personnel documentation involved in the organization's personnel production.

It includes:

  • Regulations of the internal labor regulations of the organization.
  • Frame structure.
  • Staff schedule.
  • Vacation schedule for employees.
  • Documentation defining the protection of personal data of employees.

Also, the list of mandatory documents contains labor agreements, work books and a book on recording their movement, a schedule for recording working hours, personal employee cards, personnel orders and grounds for their issuance (applications, reports, acts, notes, etc.), accrual register and payroll, pay slips, job descriptions.

5. Hiring employees.

A package of documents must be filed for each future employee. It remains only to fill out work books, personal cards, draw up other personnel documents (on payroll, accounting for vacations, sick leave, business trips; sign an agreement on non-disclosure of the employee's personal data).

According to Art. 419 of the Labor Code of the Russian Federation, non-compliance with labor legislation threatens with a fine of 200,000 rubles.

HR management in an LLC is a very delicate and responsible business. Many legal features that affect the observance of your rights and the rights of employees depend on the correct workflow and the chosen HR program. All personnel documents are legally binding and can be used in court.

Share with friends:
Similar posts