Accounting personnel department. HR administration from A to Z

Livena S.V. / "Human Resources Package" kadrovik-praktik.ru
You were instructed to set up a personnel business from scratch. And you have little experience in this area. Maybe you are a novice personnel officer, or in general an accountant or an office manager who has been “hung up” with personnel, or a novice entrepreneur. Then our guide will surely help you. It is made simple and accessible, especially for beginners in the personnel business.

So, you have been assigned personnel. Where do we start?

1. Let's stock up on the necessary laws, special literature and programs. All this you will need in your work.
Discuss with management the issue of acquiring a program in which to keep personnel records. There are many such programs, and many specialized ones are very, very convenient. Some bypass the functionality of 1C. But most companies keep personnel records according to tradition in 1C. The fact is that there are plenty of 1C support specialists in any city, but you will not find specialists in supporting other programs everywhere.

2. We take copies of the organization's constituent documents from the management and carefully study them. All documents in the personnel section must comply with the constituent documents of the company, and not contradict them in any way. Read in the Charter the procedure for accepting a director (you will draw it up) and setting his salary, the period for which you can conclude an employment contract with him, some features may be prescribed in the Charter. Sometimes the Charter prescribes the procedure for hiring key executives and establishing remuneration systems for them (for example, with prior approval of the general meeting of founders), and even the procedure for approving the staffing table.
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3. We determine the list of documents that should be in the area of ​​personnel work, and which we will draw up. The list of such documents is here - http://www.kadrovik-praktik.ru/MatKad...my/TS1.php
It is clear that you will draw up the documents required by law in any case. Check with the management which of the optional documents you will draw up for the company. Also, you can clarify with the director in advance what special conditions he wants to see in the Internal Labor Regulations, other local regulations, in the forms of employment contracts.

Required Documents:

Constituent documents
- Employment contracts
- Staffing table (T-3 form) *
- Time sheet (form T-13)* or Time sheet and payroll (form T-12)*
- Internal labor regulations
- Document on the protection of personal data of employees (regulation)
- Vacation schedule (T-7 form) *
- Personal cards (T-2 form)*
- Orders. For example, on the hiring of an employee (form T-1) *, on the hiring of employees (form T-1a) *, on the provision of leave (form T-6) *, on the provision of holidays (form T-6a), on the promotion of an employee (form T-11)*, on incentives for employees (form T-11a)*, on a business trip of an employee (form T-9)*, on a business trip of employees (form T-9a)*, on the transfer of an employee (form T-5)*, on the transfer of employees (form T-5a)*, on the termination of an employment contract with an employee (form T-8)*, on the termination of employment contracts with employees (form T-8a), on the application of a disciplinary sanction, on the removal of a disciplinary sanction, on the combination , on replacement, on suspension, on termination of suspension, on postponement of vacation, on recall from vacation, on staff reduction, etc.
- Grounds for orders (memorandums, statements, acts, employment contracts, explanatory notes)
- Magazines (books) for registration of travel certificates, it is very desirable - orders, employment contracts.
- Book of accounting for the movement of work books and inserts to them. Income and expense book for accounting for forms of work books and inserts to them
- Employment books
- All statements, notes-calculations and other documents relating to the calculation and payment of wages, vacation pay, compensation for unused vacations, "settlement" upon dismissal, the approved form of the payslip.

Documents that become mandatory under certain circumstances:
- A collective agreement is mandatory if at least one of the parties (employees or employer) came out with the initiative to conclude it.
- The regulation on remuneration and bonuses is mandatory if any of the terms of remuneration and bonuses that apply to the employer are not regulated in any other document, for example, neither in the employment contract, nor in the staff list.
- Job descriptions - mandatory if all job duties of employees are not regulated in employment contracts.
- Regulations on attestation and accompanying attestation documents - mandatory if the employer conducts attestation of employees.
- Shift schedule is required if there is shift work.
- Regulations on trade secrets - mandatory if the employment contract states that the employee is obliged to keep trade secrets.
- Lists of underage workers, disabled workers, pregnant workers, women with children under the age of three, single mothers; persons caring for disabled children and those disabled since childhood, workers employed in jobs with harmful and (or) dangerous working conditions - if there are underage workers in the staff, disabled workers, pregnant workers, women with children under the age of three years, single mothers, persons caring for children with disabilities and disabled since childhood, workers employed in jobs with harmful and (or) dangerous working conditions
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4. We make out the director
Check if the director (general director) is properly registered. If not, then first of all we draw up a director. He is the first worker! From the documents it should be clear from what date the director has been working. A step-by-step procedure for applying for a director's job is in the "Package of Personnel Officer", the necessary sample documents are also there. Also in the Package you will find a seminar "Arrangement of labor relations with a hired director" and a lot of consultations on the topic in the corresponding section of consultations.
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5. We draw up a staffing table, Internal labor regulations, other local regulations (see table from paragraph 3).
Surely the company does not yet have a staffing table and internal labor regulations and other local regulations. We compose them. All these documents are coordinated with the director. We take into account the comments and wishes of the director, check whether they contradict the law. The director approves ready-made versions of the named documents.
Please note that the staffing table has a unified form, not an arbitrary one. You can download this staffing form here -. If there are difficulties with the staffing, then in the “Package of Personnel Officer” look at the samples of filling out the staffing table, the step-by-step procedure for developing and approving the staffing table, the thematic seminar and the corresponding section of consultations on the staffing table. Also in the Package you can find samples of various local regulations, step-by-step procedures for their adoption, consultations, drafting tips, etc.
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6. We develop a standard form of an employment contract that will be concluded with employees. We include in it all the conditions that are beneficial and necessary for the company. The “Package of Personnel Officer” has good templates for an employment contract and the book “Employment: registration of labor relations in favor of the employer”. Here in parts 2 and 3 of this book, it is useful and accessible to tell you how to draw up a legal, but at the same time profitable employment contract.
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7. We prepare other documents that we will need to conduct personnel work in the future: accounting books, registration logs, timesheets, order forms, liability agreement, etc. In the “Package of Personnel Officer” in the “Sample Documents” section, you can take the forms of these documents, print them if necessary, familiarize yourself with the samples of their completion , advice on design and books, seminars on the topic. If you do not have the Package, then some documents can be downloaded here - http://www.kadrovik-praktik.ru/MatKadr/ObrDok/
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8. We decide with the management the question of who will keep work books. Since the workers have not yet been hired, the director will have to keep work books first. We issue an order for the director to take responsibility for the maintenance, storage, accounting and issuance of work books. The form and sample order can be taken in the "Package of the Personnel Officer" in the "Sample Documents" section. Subsequently, the director may transfer these powers to the accepted personnel officer, also by order.
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9. We arrange for the work of employees. At this stage, you will draw up a lot of documents: employment contracts, employment orders, personal cards, work books, the Book of accounting for the movement of work books, etc.
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Then the employees will begin to work and the phase of everyday work will begin for the personnel worker, it will be necessary to keep a time sheet, draw up a vacation schedule, arrange vacations, apply incentives and penalties, business trips, combinations, dismissals and much more ...

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Documentation of all personnel operations in the organization requires certain knowledge and skills.

Office work at the enterprise is regulated by an instruction independently developed and approved by the director. It is an internal regulatory act and is mandatory for all employees of an economic entity. It is developed and supervised by the Human Resources Department.

Legislation requires the preparation of many documents that fix all aspects of the employee's employment relationship with the employer.

Experienced and novice personnel officers should improve their skills. To help them, Internet sites have been created, which present theoretical courses in personnel records management.

Personnel papers reflect the activities of the staff, confirm the length of service of employees, which plays a paramount role in calculating pensions. The management is responsible for the documentary fund of the enterprise.

The main details in control on paper

A competent organization of personnel records requires knowledge of the regulatory framework, tracking its changes, and orientation in the forms of documents used.

For what purpose is

The procedure for maintaining personnel records is regulated by law. In large enterprises with a large staff, as a rule, a personnel service is formed. Its employees draw up relevant documents in accordance with the requirements of the regulatory framework of the Russian Federation.

Papers can have a unified form or be developed at the enterprise and approved in local acts.

Personnel records management is an activity aimed at the development and maintenance of documents related to the accounting of personnel, working hours, payroll calculations.

Personnel issues include the following items:

• registration of employment;
• internal movement of workers;
• dismissal;
• regulation of relations between the manager and employees;
• organization of the labor process;
• others.

Proper organization of personnel records contributes to the solution of a number of problems.

Its main goals are presented in the table:

Direction of personnel work	Tasks in progress
Accounting and control	recruitment, accounting, dismissal of staff.
Planning and regulatory	selection, transfer, adaptation of workers.
Reporting and analytical	study of employees, evaluation of their work; analytical work; making report.
Coordination and information	training, education, retraining of personnel; reception of employees on official and personal matters; processing of written appeals of workers; archival and reference activities.
Organizational and methodological	documenting the work of employees; work with the personnel of departments; personnel planning and management.
Documentary	maintaining personal files, work books; drawing up orders, papers for personalized accounting; registration of sick leave, pension certificates, etc.

In Moscow and other large regions of the Russian Federation, organizations with separate divisions can keep personnel records online. For this, appropriate programs have been developed that allow the exchange of documents in electronic form.

The legislative framework

The legislative framework for personnel records management is contained in the Labor Code of the Russian Federation.

This activity is regulated by a number of legal acts:

• Instructions for filling out and applying primary documents for accounting and remuneration (Goskomstat Resolution No. 1 dated 05.01.04);
• unified documents and requirements for their preparation (Gosstandart resolution No. 65-st of 03.03.03);
• Standard instruction on office work for federal executive authorities (Order of the Ministry of Culture of the Russian Federation No. 536 dated 08.11.05);
• Rules for the work of archives (decision of the Collegium of the Federal Archives of 06.02.02);
• Rules of office work for federal executive authorities (Decree of the Government of the Russian Federation No. 477 of 15.06.09);
• Law on information, its protection and information technologies No. 149-FZ of July 27, 2006;
• Law on Consideration of Applications of Russian Citizens No. 59-FZ dated 02.05.06;
• Law on the state language of the Russian Federation No. 53-FZ dated 01.06.05;
• Law on Archival Affairs No. 125-FZ dated October 22, 2004;
• Law on Trade Secrets No. 98-FZ dated July 29, 2004;
• Order on work books No. 117n dated 12/22/03;
• Decree on the adoption of instructions for filling out labor No. 69 dated 10.10.03;
• Resolution on work books No. 225 dated April 16, 2003;
• Instructions of the General Staff of the Armed Forces of the Russian Federation.

Required Documents

The Labor Code of the Russian Federation obliges organizations to have their own legal framework, which includes a number of mandatory local regulatory documents.

These include:

Charter	The main founding document. It spells out the legal form of the enterprise, the founders, the scope of activities, the procedure for hiring and dismissing the head, his powers. Many internal regulations of the company are drawn up on the basis of the provisions of the Articles of Association.
Labor regulations (hereinafter - the Rules)	The presence of the document is provided for by Art. 189, 190 of the Labor Code of the Russian Federation. It establishes the procedure for hiring and firing employees, the rights and obligations of the parties to the agreement, work and rest regimes, the system of incentives and penalties, and other issues regarding labor relations at the enterprise. The director approves the rules. If there is a trade union in the organization, its opinions regarding the adoption of the document are taken into account. In organizations where personnel work irregular hours, there should be a List of relevant positions and professions. It is issued in the form of an annex to the Rules.
Instructions on the protection of personal data	According to Art. 87 of the Labor Code of the Russian Federation, it establishes the requirements that must be met when processing personal information about employees, ensuring their protection, use, and storage. Personal information is considered to be information about a single worker, which is necessary for the employer for labor relations. Employees should be familiar with the documents that determine the procedure for processing their data.
Regulation on labor protection	It is located in the personnel department. Each employee is familiarized with the document. In enterprises with more than 50 employees, there must be a position of a labor protection specialist.
shift schedule	It is used in companies with a shift work schedule. The document is urgent and is valid for a certain period at the discretion of the employer.
Papers on labor rationing	They reflect the necessary time costs for the manufacture of products (performance of work) by one employee or group and the establishment of labor standards on their basis.

Regulations

After accepting the head, the number of positions required for the normal operation of the organization is established. Taking into account the figures obtained, the production cycle and other features of the enterprise's activities, it is being prepared.

To draw up a document, a standardized form is usually used. You can download a sample for free from the Internet. The employer has the right to adjust the schedule at its discretion.

In the document, the positions are listed in hierarchical order: starting with the director and ending with the support staff. For each of them, the number of units by state, salary and allowances are indicated.

At the next stage, the work schedule is formed. It represents work schedules for all employees. If there are shifts, detailed shift schedules are created. The document briefly describes the requirements for the appearance of employees, behavior, daily routine, etc.

Next, a form of employment contract is developed. In this case, the main norms of the Labor Code of the Russian Federation and the internal regulatory documents of the company should be taken into account. An employment agreement is usually drawn up by the organization's lawyer or outside contractor.

The document must include the following items:

• information about the legal entity: name, address, telephone number, full name and position of the head;
• employee passport data;
• position of the employee, types of contract (permanent or fixed-term) and workplace (main or additional);
• a list of the main duties with reference to the instructions for this position;
• information on remuneration, additional payments, benefits, vacations;
• work schedule, payment for processing;
• reasons for termination of the contract and other conditions;
• signatures and details of the parties, company seal.

To check and optimize the work of personnel officers, management can conduct an internal or independent audit. This helps to reduce the risk of administrative penalties, disputes and complaints from staff.

Stages of organizing HR records management from scratch

For the formation of personnel records, it is convenient to use the following step-by-step instructions:

Preparing the necessary	To organize a personnel service, you first need to purchase furniture, office equipment, stationery, etc. You will definitely need a personnel program, for example, "1C: ZUP" and a reference legal system. Thanks to this, the employees of the department will keep track of the latest changes in legislation and will have access to the necessary documents. A safe is needed to store labor and important papers.
Registration of the head	The director is the executive officer of any company. He signs the paperwork. To give him all the powers, he is hired under an employment agreement. An appropriate order is issued, by which he appoints himself.
Appointment of a person responsible for personnel work	In a small company, these functions may be performed by the head. If an individual employee is engaged in office work, an employment contract is drawn up with him. On its basis, an order is prepared. If the duties are assigned to one of the previously hired employees, an additional agreement and order are drawn up.
Drawing up internal acts	They are signed by the director and stored in a special folder along with orders. Local documents include the papers listed above (section "Regulatory acts").
Documenting the reception of personnel	For each employee, you should have a folder for filing all the papers related to his data and work activity (labor agreement, acceptance order, personal card).
Filling out work books	Records of admission, transfers, incentives, etc. are entered into these documents of employees. The employer is obliged to start a new book for an employee who has never worked before. Labor and a journal of their registration are in the stationery departments. These papers must be kept in a safe.

This instruction is also suitable for dummies who do not have experience in this matter.

How is accounting

To keep records, you need to properly organize the document flow.

To do this, do the following:

• develop an internal regulatory framework;
• prepare a staffing table for each state unit;
• make a regular arrangement;
• prepare labor agreements;
• develop forms for personnel;
• issue T-2 cards;
• approve application forms for employees;
• prepare internal orders.

All personnel actions must be confirmed. Their list is fixed in the regulations.

Additional points

Personnel accounting from scratch begins with the reception of personnel. It is important to properly apply for job applicants, prepare the necessary documentation.

Staffing and holidays

One of the mandatory standard documents that must exist at the enterprise is the staffing table (form T-3).

• list of structural divisions and positions;
• the number of staff units for each position;
• salaries, bonuses for positions;
• organization payroll.

Subdivisions are indicated in the document in order of their importance for the work of the organization. Within them, the positions of employees should also be given in order of importance. Job titles in labor agreements and staff lists must match.

The staffing is a form of a schedule with the full names of employees entered in accordance with their positions.

The vacation schedule (f. T-7) reflects information about the time of granting annual holidays to all employees. Compiled for a year. It is approved by the director in agreement with the trade union body. The document must be issued at least 2 weeks before the new year. The data entered into it is binding on both employees and employers. The exception is beneficiaries.

The schedule includes the following details:

• department name;
• Job title;
• Full name and personnel number of the worker;
• number of vacation days;
• dates of departure on vacation according to plan and fact;
• grounds for postponement of vacation, estimated date.

2 weeks before the vacation, the employee is informed about this. An order is issued, with which the employee is familiarized against signature. In November, you can prepare an order for all heads of departments, obliging them to submit vacation schedules to the accounting department by December 1. This will facilitate the preparation of the overall schedule.

Registration of employees

The full-fledged work of the organization begins with the recruitment of employees. Filling vacancies is accompanied by paperwork.

Responsibilities of the HR Officer when hiring employees are as follows:

• registration in a special journal of an application from the applicant;
• familiarization of the beginner with the current instructions and local acts;
• execution of an employment agreement and control of its signing by the parties;
• issuing a copy of the contract to the employee and putting a note about it on the letterhead of the organization;
• execution and registration of the order in the ledger;
• filling out a personal card, filing documents in the case (statements, copies of personal papers, orders, contracts);
• transfer of documents to the payer for payroll to the employee.

When building a personnel records management system, it should initially be decided which documents must be drawn up, and which ones are needed for a specific area of ​​activity.

Required papers include:

• orders for personnel (for reception, transfer, etc.);
• personnel orders (for holidays, bonuses, business trips, etc.);
• T-2 cards;
• labor;
• agreements;

Other required papers include the following:

• staffing;
• position on OT;
• travel log;
• inner order rules;
• others.

Job descriptions and the Collective Agreement are not required, but almost every employer has these documents.

After establishing a list of mandatory documentation, you should study the statutory papers. On their basis, other documents need to be developed. Their list depends on the nature of the activities of the legal entity and the characteristics of working conditions. For example, if it is necessary to provide employees with uniforms and PPE, it is necessary to prepare an order on the procedure and terms for issuing them, which employees need them.

Compensation and benefits for work in special conditions must be documented: in hazardous industries, irregular, night work, etc. Further, they draw up the Regulations on Personnel Records Management. It reflects the list of papers necessary for the work of the organization, the procedure for their execution and storage.

The legislation does not oblige to develop such a Regulation, however, it will greatly facilitate the work of personnel officers. A director is first hired to work in a new organization, then he recruits the rest of the staff.

The composition and number of required posts reflects the staffing table. The rules of procedure reflect all work schedules, requirements for employees, etc. A standard labor agreement is developed on the basis of the norms of the Labor Code of the Russian Federation.

Before using accounting journals, they should be prepared: numbered sheets, stitched, sealed. A piece of paper is glued onto the last sheet of the firmware. The number of pages is indicated on it, the director or responsible executor signs, and a seal is put. On the first page of the journal write the name of the organization and the start date of its maintenance.

One of the most important documents of personnel records is a work book. For their maintenance, an order appoints a responsible person who fills them out and is responsible for their safety.

Frequently asked Questions

The organization of personnel records has certain subtleties and nuances:

Recovery order	The procedure is not reflected in the legislation. It usually consists of the following steps: Study of current regulations. Determination of the list of required documents. Drawing up a plan for the future work of the organization. Identification of persons responsible for documents. Formation of staffing. Checking the correctness of the reception of employees, relocations, personnel changes, layoffs. Determination of the legality of the labor regime at the enterprise.
Features of individual entrepreneurs with employees	The entrepreneur hires staff according to the standard scenario. The contract is concluded in several stages: Obtaining the necessary papers. Making an application. Drawing up and signing an agreement. Formation of an order for admission. Establishment of a T-2 card. Making an entry in the labor. The employment of citizens who speak English has its own characteristics.
Small business management	In these organizations, personnel issues can be dealt with by the head himself or by a special department. An employer can outsource personnel accounting. All issues will be resolved by a third-party specialized organization. Difficulties with document flow arise if the organization is large, has structural units and a large amount of documentation. In this case, the responsibility for the transfer of papers may be assigned to the courier. At the same time, representatives of the executing organization often do not visit the customer's office, i.e., the work is done completely remotely.
Simplification of accounting in micro-enterprises	All working conditions are fixed in an agreement with the employee. In 2019, the heads of these companies and individual entrepreneurs have the right to refuse to draw up local regulations. Within 4 months from the date of loss of the status of a micro-enterprise, the management is obliged to issue a "traditional" personnel documentation.

So, the organization of personnel records management at an enterprise is a complex procedure. It requires a detailed study of the regulatory framework and monitoring of all changes. Competent construction of personnel records contributes to the construction of labor relations within the framework of the law. To train a personnel officer, an employer can use the services of specialized companies.

The personnel of any enterprise is its main value and key resource. Therefore, the organization of a competent process of personnel accounting is an important component of work that requires competence and deep knowledge of the current legislation of the Russian Federation.

Properly selected employees of the personnel department will guarantee the reduction of errors to zero and the protection of the rights of the entire team. About the features of personnel records and the main mistakes of employers - read on.

The concept of personnel accounting

Personnel accounting is a set of processes and measures related to the regulation of labor relations between an employer and an employee. This mechanism is necessarily present in any company, regardless of its staff size and organizational and legal form.

In a generalized form, personnel accounting includes the following activities:

• formation of personal files of employees;
• calculation and, and other payments;
• compilation, and accounting of working time;
• registration of sick leave, applications and certificates at the place of requirement;
• submission of periodic reports to the tax authorities;
• drafting and monitoring compliance;
• preparation of personnel orders;
• maintaining relevant documentation for;
• work on and evaluation of employees;
• compliance with the rules of non-disclosure of personal data of company employees.

In accordance with the Labor Code of the Russian Federation, each organization must have the following documentation:

• Staff schedule.
• Personal cards of employees.
• Concluded and additional agreements to them.
• Vacation schedule.
• Regulations on the procedure for the protection and processing of personal (personal) information of employees.
• Orders and statements of employees (about, provision, etc.).
• Labor regulations (within the organization).
• Employment records of all employees.

Organization of personnel records

The most common ways of maintaining personnel records in an organization are:

Establishing a Human Resources Department or Hiring a Human Resources Specialist (HR Manager)

The main advantage of this method of personnel records management is the ability to organize in accordance with its principles and requirements, since the employee is directly in the company.

Assignment of responsibility for maintaining personnel records to the secretary or accountant

In times of crisis and the need to save money, there is often a situation where one employee combines the duties of a secretary, accountant, personnel specialist, and even a lawyer. Such an employee, as a rule, specializes in one area, and, accordingly, is not entirely competent in the rest.

And this is fraught with possible mistakes and responsibility of the company's management, which leads to unnecessary costs - time and material.

Transfer of HR functions to an outsourcing company

Organizational work, personnel management, their training and selection are managed by a third-party outsourcing company, which is a specialist in its field. There are many professional employees and organizations in the market with which contract for the provision of appropriate personnel accounting services.

Each of the above options has its pros and cons. How exactly the personnel records will be kept and who will directly deal with them is decided by the management of the organization, taking into account the number of personnel, its turnover and internal policy.

Features of conducting

Sometimes employees need to get a copy of the time sheet. In accordance with the Labor Code, the employer is obliged to issue such a document. But in accordance with the laws on the protection of personal data, a complete copy can only be issued with the consent of all employees recorded there. Therefore, an extract from the time sheet is issued, which contains only data on the applicant

The main mistakes that employers and HR employees make

In the process of maintaining personnel records, mistakes can be made that will lead to and before the inspection bodies. Typical HR errors are:

Mistakes when working with personal files

The personal file of each employee is formed from the moment of his employment and until his dismissal. The most common personal mistakes are:

• there are no mandatory documents in the personal file;
• violation of the order of documents;
• there are no personal files (not registered);
• reconciliation is not carried out in a timely manner;
• filled out instead of a personal personnel record sheet;
• the case includes documents that should not be included in its composition;
• personnel officers do not comply with the procedure for transferring personal files to third parties and organizations.

Proper formation of personal files of personnel allows for better safety of documents and prompt access to them.

Errors in the execution of an employment contract

Mistakes made by the employer when they often lead to serious consequences in the process of resolving labor disputes. Typical mistakes in this case are:

• the employment contract is concluded in one copy;
• the employment contract is not registered, there is no date of registration;
• there are no signatures on employment contracts;
• mandatory information and / or conditions are not prescribed;
• there are no written employment contracts with employees;
  one copy of the employment contract is not received personally by the employee, or
• there is no receipt mark;
• the duration of the contract has not been determined;
• the conditions for hiring with, if any, are not indicated;
• the specific amount of the employee's salary is not indicated, the terms of payment and the place of receipt of the salary, the mode of operation and the duration of the vacation are not established.

Errors in maintaining work books

Here, the bulk of the errors are related to the procedure for filling out the work book. The most common mistakes:

• a receipt was not issued upon receipt of a work book from an employee of the company;
• the order does not appoint a person responsible for maintaining, accounting, issuing and storing work books;
• the section of information about the employee is not supplemented when the employee receives a higher level of education;
• the sequence numbering of records is violated;
• does not contain all records of work (including translations);
• refusal to issue work books for students combining work and study;
• when issuing a duplicate, the mark "duplicate" is not made;
• corrections made incorrectly in the job details section;
• improperly maintained or missing a book of accounting for the movement of work books and to them;
• the section of information about the employee is not filled out when issuing the insert;
• the employee's signature is missing in the employee information section;
• the job details section does not contain the full name of the employer;
• a dismissed employee is sent a work book by mail without a written statement from the employee about such a request.

A work book is the main document of any employee, reflecting his work experience throughout his professional activity. Therefore, it is necessary to minimize the occurrence of possible errors and violations in the preparation and maintenance of this document.

Each of the mistakes can have an extremely negative impact on the management of the organization and lead to serious consequences. Therefore, it is recommended to entrust the functions of personnel accounting to competent and competent specialists who are well versed in the current legislation and the requirements of inspection bodies, or to trust professional outsourcing companies.

HR records management from scratch, step-by-step instructions for which are of a general nature, includes the preparation of a regulatory framework and a standard set of documents, as well as the appointment of a director.

Every novice entrepreneur will be interested in personnel office work from scratch, step-by-step instructions for which we will consider later.

When the work is already established, such issues are dealt with by a specialized personnel department.

At the initial stages, personnel changes are carried out part-time by one of the employees - the secretary or chief accountant.

We will understand in order how work in this area is organized and where to start a new personnel officer.

Who is in charge of HR

The issue of personnel records management in 2017 is relevant for all enterprises where there are employees.

The authority is assigned to the employee by issuing an order.

Depending on the number of employees, two options are possible:

1. Personnel management is taken over by the head. To do this, he issues an appropriate order, which secures these obligations.
2. As employees are hired into the staff of the enterprise, work with personnel can be entrusted to one of them. An order is also issued confirming the authority. Obligations are also written in the job description.

Step-by-step instructions for personnel records are not legally defined.

Nevertheless, when developing it, one should be guided by regulations, including GOST R 7.0.8-2013.

Although a single procedure has not been established, a general plan is provided that allows you to systematize personnel records and establish its maintenance.

In personnel records, one should also focus on the norms of labor legislation.

There are a lot of business instructions out there. There are also documents accepted by local authorities.

Getting Started - Action Plan

To keep personnel records competently, you need to start with the registration of the first person - the head.

How this work will subsequently be carried out depends on the number of employees and the specifics of the enterprise.

So, let's go - we list the main stages of personnel office work from scratch:

1. Preparation of an information base - specialized directories, software, regulations.
2. Acquaintance with the constituent documents of the enterprise.
3. Drawing up a list of papers that will be at the disposal of a personnel worker.
4. Form of the leader.
5. Preparation of local regulations, including staffing and work schedule.
6. Preparation of a corporate sample of an employment contract.
7. Development of other accounting documents, including order forms, accounting books, and so on.
8. Registration of an employee who will be responsible for maintaining work books.
9. Assignment of employees to their places.

We summarize: the legislation does not establish a strict list of instructions for personnel records management from scratch.

Above is an approximate plan, which begins with the preparation of the information and documentary base, the registration of the director and other employees.

Let's examine each of these points in more detail.

Formation of the regulatory framework

In order for the company to function in accordance with labor laws, you need to familiarize yourself with all the requirements.

• Decree of the State Statistics Committee No. 1 dated January 4, 2001;

To collect information, you can use specialized directories.

From a personnel worker, it is expected that he will not only master all the current orders, but also be aware of all changes made to the labor legislation.

This will require regular reference to regulations.

Important: to be aware of changes in labor legislation, it is worth obtaining access to one of the information bases.

Another point is the search and implementation of suitable software.

As of 2017, 1C is very popular. However, there are many programs that have already bypassed this system in terms of their functionality.

The advantage of 1C is that in any city there are enough specialists who work with this software.

Stage two - study the Charter

Continuing the step-by-step instructions, we proceed to familiarize ourselves with the constituent documents.

The Charter, which is mandatory when, contains the following information:

• the procedure for appointing a director (including the term of action with him, the amount of salary);
• the procedure for registering employees for leadership positions;
• scheduling.

The activity of a personnel worker should not contradict the requirements in the constituent documents.

He needs to keep track of changes that are made to the Charter.

What documents should be on hand at the personnel officer

At the next stage, you need to prepare forms that will be in the personnel department and used to register employees.

Let's look at a few titles.

1. Order forms. Forms should be developed in case of employment, transfer to another position and dismissal. They will be kept for 75 years, as this data is used to determine seniority. The second group of orders is personnel. This includes orders regarding vacations, business trips, bonuses, fines. A Book of Registration is also being prepared, where notes will be made on all issued orders, and a journal of business trips.
2. . Marks should be made in them within three days from the acceptance of a new employee. It is worth noting that in 2017 their registration is mandatory even for individual entrepreneurs who have passed. Along with these forms, a book of accounting for the movement of work books and inserts is started.
3. Cards in the form of T-2. They contain key employee data. They are either stored separately or filed with a personal file.
4. Form of an employment contract. It will be concluded with each new employee, regardless of how long he is employed. Applicable in some situations.
5. Special assessment of working conditions (SUT). These documents are created for each workplace. Replace them in most cases with a frequency of 5 years.
6. Staff schedule.
7. Local labor regulations.
8. Documents on the basis of which wages are assigned.

These forms are mandatory for registration in the personnel department.

If necessary, additional regulations and samples may be issued, for example,.

Important: not required by law, but job descriptions and a collective agreement can be helpful.

After the list of forms that will be in the personnel department has been determined, step-by-step instructions recommend creating a Regulation on the conduct of personnel records management.

Development of a standard employment contract

It is a big mistake to think that it is not necessary to conclude an employment contract with short-term workers.

In fact, the document is signed with all employees.

Personnel office work from scratch includes the preparation of a corporate sample.

The form includes the following items:

• full organization-employer, legal and actual address;
• details of the representative of the employer - full name;
• employee data - full name;
• the position he will hold;
• contract time;
• type of activity - main job or part-time job;
• job responsibilities (either a list or a link to step-by-step job descriptions);
• size (it is desirable to state in detail all the details directly in the contract);
• opening hours;
• SOUT results for the given location;
• employer and employee data;
• signatures.

The employer can add additional items to the document.

Registration of the first position

Who should be hired first? It is not difficult to guess that personnel office work from scratch implies the appointment of a director first.

How to complete this task?

Much depends on the organizational and legal form of the enterprise. Let's consider three typical situations.

1. Organization with founders. In this case, it is they who will sign the order on the appointment of the director.
2. Individual enterprise (or organization with a single founder). Then the individual entrepreneur himself (or the founder) will sign the contract both for himself and for the employee.
3. The director is appointed based on the results of the elections. Then the second party to the employment contract will be the chairman of the elected body.

Important: regardless of who appoints the director, two operations remain mandatory - signing an employment contract and issuing an order for admission to the position of director.

The personnel officer is required to follow the chronological order of issuing orders.

The appointment of the director will be the first, it should contain the date when he will begin to perform his duties.

In the future, you need to ensure that all orders are numbered in chronological order. This moment is checked by supervisory authorities.

Transferring employees to other jobs

According to the step-by-step instructions, after the director, you need to appoint an employee responsible for maintaining work books.

They belong to the forms of strict reporting, therefore, require careful handling.

If the manager has not yet hired anyone and he has to independently manage personnel records from scratch, he can take on these responsibilities.

For this, an appropriate order is issued. Subsequently, the maintenance of work books can be entrusted to a hired employee. This is also done by order.

Important: the requirement to issue an order to keep work books by issuing an order is established by a Government Decree.

Personnel office work from scratch includes one more stage - hiring employees.

A package of forms is prepared for each new employee, including:

• labor contract;
• job description;
• order of appointment;
• individual T-2 card;
• and other documents.

You will also need to draw up a work book, put down the necessary marks in it.

The forms, together with the application for employment, are connected to the personal file.

All necessary papers are transferred to the accounting department for further payroll.

Let's summarize the above. Step-by-step instructions for starting HR records management have only a general view.

They include the selection of regulations, the compilation of a list of personnel documents, the design of the director and other employees.

In 2017, as before, it is mandatory to sign an employment contract with all employees.

Lecture 1 HR record keeping for beginners, employment contract

The organization and maintenance of personnel records management is a direct responsibility of the employees of the personnel service. In situations of creating a new organization, transforming an old or other reorganization options, management and the personnel department need to know the main points of work: training and searching for employees, hiring, transferring and dismissal of personnel, as well as the rules for both archival and operational storage of documents.

Competent organization of personnel records management as the basis for the stability of the company

In any organization, regardless of the form of ownership, there is a staff. It differs in size and composition, in the functions performed and the level of qualification. The task of the personnel department is to make sure that all questions and problems related to the employees of the enterprise are resolved as quickly and competently as possible.

The stability of an organization is directly dependent on its employees. The primary task of the personnel service is the competent and timely selection of employees, the conduct of personnel records management in accordance with the law and the timely delivery of documents to the archive. This is the basis for the stable operation of any enterprise.

Training of personnel for work with personnel

The instruction on personnel records management clearly indicates the need to have professional training for personnel specialists. However, in practice, there is often a problem with the training of workers of the required profile.

Higher and secondary specialized educational institutions do not graduate specialists with such narrow qualifications as "personnel records management". Training usually takes place already on the spot or at specialized courses. It is also possible to train an employee directly at the workplace by mentoring.

Personnel records management training of specialists involves the following ways:

• retraining on the basis of a second higher education;
• obtaining higher education of a related profile, for example, "document management", "jurisprudence", "personnel management", "information protection";
• training in specialized long-term courses (at least three months), followed by an exam;
• practical work followed by regular professional development.

Regulatory documents regulating the work of personnel services

The activities of the personnel department and the general organization of personnel records management are very dependent on the current legislation and internal regulatory documents. This feature is associated with the nuances of working with a large number of personal documents, which are often confidential.

Office work in the personnel service is regulated by the following acts:

• Constitution, Civil and Labor Codes, as well as partially Criminal and Family;
• legislative acts on the profile of the organization in matters relating to work with personnel;
• normative acts of local importance;
• various classifiers, rules and instructions of the federal level;
• internal regulatory documents, for example, instructions for personnel records management;
• orders and directives from management.

Employees of the personnel service are obliged to strictly comply with the requirements of regulatory enactments and, above all, the Labor Code.

Search and documentation of employees

HR management begins with the search and registration of personnel. First of all, it is necessary to decide on the options for finding new employees. Among them, the following stand out:

• agencies and employment offices;
• employment;
• job fairs;
• educational establishments;
• job boards and resumes on various resources;
• other organizations;
• acquaintances and friends.

All search options for employees have their advantages and disadvantages, the employee of the personnel department must make the most of all opportunities to close the vacancy.

When a candidate is found, an interview is held with him. It is desirable that its progress be documented: it is easier to make an informed decision on hiring or rejecting. In the latter case, the person is notified in writing of the reason within five working days. If the applicant is suitable for a vacant position, then he should be enrolled. From this begins the registration for a specific employee.

• conclusion of an employment contract;
• issuance of an admission order;
• a new employee or her institution;
• registration of a personal card;
• if it is accepted in the organization - the establishment of a personal file;
• familiarization and signing by the employee of internal regulatory documents and instructions.

Personnel records (personal cards, staff list)

Maintaining personnel records management involves the mandatory registration of accounting documentation, in particular, staffing and personal cards. These documents are mandatory for organizations of all forms of ownership.

Staffing and headcount should be up-to-date and meet the needs of the organization. It contains the names of all positions, the number of rates, indicating vacancies for a given period.

Personal cards are unified documents containing brief data on the employee's work activity and personal information. They are subject to strict accounting and special storage conditions, in places that prevent their damage and theft.

Orders on personnel, differences and design features

General office work in personnel work is mainly expressed in orders and orders of management. These documents may concern both individual employees and the entire staff as a whole. They differ in design and implementation features.

Most orders and instructions regarding specific actions with an employee have a unified form. They are subject to mandatory agreement with all interested parties and familiarization by the employee against receipt. Copies of personnel orders are stored in a personal file, and the originals in separate folders.

Journals on personnel records management, rules for registration and storage

To account for the movement in the personnel service, it involves the maintenance of specialized journals. These are tabular documents of a multipage format, most often unified. Usually they are started either in large notebooks, or they are purchased ready-made in specialized stores.

Types of personnel magazines:

• registration of incoming and outgoing documentation, including letters;
• registration of orders;
• registration of arrival and departure of employees on business trips;
• registration of applications, submissions, notifications, official and memos;
• registration of forms of work books, their inserts;
• books of accounting for the movements of various personnel documents, etc.

All magazines must be bound and sealed, and the sheets must be numbered. They should be kept separate from all documents. Preferably in a safe or a special cabinet.

Features of maintaining and storing personal files

Keeping personal records is not mandatory. However, most organizations collect employee records in one form or another. Of course, it is more convenient to do this in one folder.

A personal file is a set of documented personal information about an employee, collected and formed in a certain order. It may include a variety of documents and copies:

• copies of orders about the employee;
• copies of statements;
• copies of identity documents confirming qualifications, education, benefits and marital status;
• questionnaire;
• characteristics and reviews;
• references, etc.

Personal files include personal information and should be kept separate from other documents. Access to them is allowed only to a strictly limited circle of officials. Upon dismissal of staff, personal files are handed over for archival storage.

Rules for registration, storage and issuance of work books, as well as inserts

All organizations are required to keep work books for their staff, with the exception of employees hired part-time. At the initial admission, the employer independently acquires blank forms and makes the first entry in them. On the title page enter the relevant data about the employee. Subsequently, it is necessary to monitor their relevance and make changes in time.

On the spread of the main part, records are made about the labor and social activities of the employee, his permanent reception. All records are numbered in a general manner and are made on the basis of an order. The record of dismissal is accompanied by an imprint of the seal of the organization and the signature of the head.

Made by hand, with a blue ballpoint pen, clear and understandable handwriting. Carefully monitor the relevance and reliability of the entered data. If it is necessary to correct the information, then they must be carefully crossed out with one line and the current information must be entered. This action must be confirmed by the signature of the head and seal.

Store work books separately from other documents, in a safe. It is forbidden to hand them over to employees or third parties without a special order from the responsible authorities.

Features of operational and archival storage of personnel documents

The storage of personnel documents is determined by their special significance. They contain personal information and are confidential. Such data is not subject to unauthorized disclosure. Otherwise, a fine is imposed on employees of the personnel service and the head of the organization.

To organize the proper storage of personnel documents in the personnel service, it is desirable to have a separate room. There must be one entrance to it and it must be equipped with a metal door with an alarm.

The documents themselves should be stored in metal cabinets or safes. Avoid exposure to sunlight and dust, as well as temperature fluctuations and excessive humidity. These simple steps will help save personal data.