Documents for conducting personnel records. HR management from scratch

Personnel accounting is necessary at any enterprise, regardless of the form of ownership, activity and number of employees. For its competent and qualified conduct, you need to be well versed in labor law, monitor changes in legislation and have skills in the field of personnel records management.

What is accounting of personnel and why is it needed?

An integral part of the activity of each company is personnel records. It is a legally regulated work on registration, accounting and monitoring of the movement of employees of the organization.

HR activities include:

• reception of employees;
• layoffs;
• horizontal (transfer between departments) and vertical (for example, career growth) movements;
• business trips;
• sick leave;
• time sheet;
• vacations (of any kind - annual, without pay, for pregnancy, etc.);
• personal cards for each employee, etc.

It also applies to staffing:

• maintaining military records;
• regulation of labor relations;
• creation and registration of various orders and instructions (for example, on hiring, encouraging an employee, etc.);
• organization of work and other aspects.

All documentation is drawn up only in accordance with the required norms and rules. Some forms are unified, others are established at the enterprise itself.

Competent organization of personnel records solves many problems and tasks of the company. Of course, there are thousands of nuances, but there are basic points that apply to every enterprise.

How to organize and to whom to entrust the maintenance of personnel records?

There are several ways to organize accounting. It all depends on the characteristics of the enterprise and on what choice the manager makes. The most common options:

Create an entire HR department if the company employs a lot of people

And when the staff is small, you can hire one specialist. The advantages of this method are that the work is organized by the manager in the way he likes and is regulated and controlled according to his own principles.

There are also disadvantages: it is difficult to check the professionalism of the hired specialist, so there is a risk that a not entirely competent personnel officer will be hired.

You will have to spend time and money on training or look for another employee.

The advantages of this option for organizing accounting are that if a person was recommended, then (perhaps) he really does the job, that is, he was tested in the case. Of course, with such a personnel officer, you need to negotiate working conditions so that they suit both parties.

Entrust personnel matters to an accountant or a good secretary

Pros: It saves time and money. That is, there is no need to select a personnel officer, and there are no costs for maintaining records.

Disadvantages: the main problem when choosing this method is that employees perform additional work after the main one, which leads to errors, blunders, gaps and an elementary lack of necessary documents. And, of course, professional knowledge on the topic of personnel accounting is important here. And if the same secretary has them, then the risk of complications in this case is minimized. And vice versa.

Entrust personnel accounting to an outsourcing organization

Good: all personnel activities fall on the shoulders of an outsourcing company, which assumes such responsibility on the basis of an agreement. In addition to the fact that constant, continuous assistance is provided for personnel matters, choosing this method significantly reduces costs.

Cons: you need to choose a well-established, serious company, and you also need to establish interaction, create a concept for working with specialists who will work outside the office.
The manager only has to choose the most convenient and suitable way for him to maintain personnel records, weighing all the pros and cons of each method.

Job functions of a personnel worker

The following duties are imposed on the personnel officer in accordance with the instructions and the labor agreement:

This is an incomplete list of duties of a personnel worker, the requirements are approximate. There may be more of them listed (or less), but in total it is these skills and abilities that a personnel specialist must possess.

Personnel accounting: what documents are required?

Normally, each enterprise must have the following types of documents relating to personnel:

• administrative (personal and production orders);
• confirming labor activity;
• information and settlement;
• internal correspondence;
• logs of control and registration.

Some personnel documents must be at the enterprise without fail. These include:
PVTR (internal labor regulations);

All documents are stored for a certain number of years. Are regulated:

• article or section of the Labor Code;
• resolution of the State Statistics Committee;
• Federal Law and other regulations.

If something (instructions, orders, etc.) is not available, then this fact will need to be corrected. In general, one of the principles of the work of a personnel officer is timeliness. It greatly facilitates workdays and even gives legal force to some acts. This is actually very important - not to run the current business. Otherwise, they tend to grow like a snowball.

Organization of personnel records: how to conduct, where to start?

Having settled in a new place as a personnel officer, first you need to revise the mandatory documentation. If it turns out (and it happens) that some important papers from the list are missing, then they need to be restored. Of course, it will not be possible to carry out such work in one day.

Therefore, it is necessary to highlight the most important positions and start from them. Check for the presence and literacy in the design (and if you need to correct or draw up a new document): staffing, vacation schedule, employment contracts, orders, records in labor.

Keep records of employment contracts, orders for personnel. Create a workbook registration book. Understand personal cards (T-2). Work with local regulations.
The main thing is to complete all current documents on time. Work, relying on the Labor Code and the rules of office work. And do not destroy papers on personnel. The time of their storage is approved by the Federal Archives (“List ...” dated 06.10.2000).

All accounting documents are needed for the transparency of labor relations. The personnel system establishes norms and principles that provide stability for the employees of the organization, and administrations create favorable conditions for personnel management.

Accounting automation - 1C: the benefits of working with the program

Maintaining personnel records, especially in a large company, is an incredibly responsible and huge job. But here mistakes are unacceptable! But today there is a way to automate the activities of personnel officers, which can greatly facilitate and simplify the work of the department, improve activities, significantly reducing the risk of errors.

With the help of the 1C program, you can keep records in accordance with legal requirements. The database provides reliable storage of the necessary information on employees. As it accumulates, it becomes possible to build various reports that can help in analyzing the work and developing new directions. For example, reports might look like this:

• staff turnover rate;
• personnel statistics;
• movement of workers, etc.

The program helps to solve almost all problems and tasks of personnel accounting. The head of the enterprise, thanks to 1C, has the opportunity to receive information about the state of affairs in this department, analyze and make the right management decisions. And also automation allows you to synchronize the activities of several company services (accounting, personnel, accounting department), which improves work efficiency, and also creates all conditions for timely payment of salaries.

What psychological may be needed? This article will tell you about all the secrets of tests.

To conduct a tax audit, read the article: all the secrets of choosing a tax audit specialist.

Conclusion

So, summing up, we can note the following:

• Personnel accounting is an essential part of the work of any enterprise.
• There are several ways to organize accounting. The choice is up to the leader.
• The duties of a personnel worker are determined by the instruction and the employment contract.
• There is a list of documents related to personnel work that must be present in every company. And you should start your career in the personnel department by checking these particular documents.
• Keeping records is much easier if it is automated.

Personnel accounting is the core for the normal and efficient operation of any enterprise. Therefore, it must be approached with all responsibility.

In contact with

In order to keep records of all primary documentation at the appropriate level, the well-coordinated work of the personnel department is necessary, on which many work processes of the enterprise depend.

This is the maintenance of everything related to the accounting of funds and the movement of personnel.

Timely payments, the correctness of the formation of documentation and the course of other production processes depend on the effectiveness of its construction.

Important: the key to the smooth and timely work of the personnel department is well-trained specialists who, in addition to office work skills, are well aware of Labor legislation.

A personnel accounting process is needed to achieve the following goals:

• Correctly distribute employees by processes;
• Identify unused resources;
• Resolve any issues with staff in a timely manner.

You will learn how to properly organize personnel records in an enterprise in this video:

What issues does the HR department deal with?

In general, all questions regarding the work of personnel are solved by the personnel department:

• Recruitment and dismissal;
• Registration of vacations and payments related to it;
• The accrual of incentives and bonuses is also within their competence;
• Formation of staffing. you will learn how to draw up an order to approve the staffing table;
• Making changes to the work schedule;
• Other working moments of the state.

Features of personnel records

At the enterprise, each stage of the work of the personnel department is carried out in accordance with regulations, conditionally all types of work can be divided into the following:

• The procedure for compiling and maintaining personnel documentation;
• Form of incapacity for work;
• Preparation of documents for archiving;
• Maintenance of military records in the organization;
• Storage of personal data of each of the team;
• Calculation of insurance premiums.

The entire personnel workflow can be divided into two branches:

• For personnel - personal cards and all orders associated with each employee individually;
• On personnel management - internal regulations, regulations on departments, reports on the number of employees.

In addition, the personnel department stores all documents that are the basis for issuing orders, as well as statements and pay slips, which are not basic, but create the necessary base for additional documentation.

It follows that the main documents are:

• Collective agreement to solve the situations prescribed in it;
• Job description, if part of the duties is not specified in the contract;
• Regulations on salary and bonuses for resolving disputable situations related to payments;
• Other provisions related to the regulation of the life of the enterprise.

How to organize personnel records?

Organization of personnel records in the company

To start the whole process of record keeping, you must first make a rough outline of the work plan:

1. Before compiling it, you should study all the regulatory documentation.
2. After that, the constituent documents are taken from the head and studied, they must all correspond to real papers.
3. Next, the workflow is prepared taking into account the wishes of the manager to create a folder for optional papers.
4. After that, the documentation itself is generated:

• Initially, all documents are drawn up regarding the head;

Important: this official is determined through a competition or at a general meeting of co-founders.

• Then comes the turn of the staff list and internal labor regulations;

Important: the staffing table can be formed according to a unified form, while it is imperative to compile a list of positions required in production, starting with the head.

• A form of an employment contract is being developed, which is mandatory for signing with each employee of the organization;
• Other necessary documents and papers are being prepared;
• The person responsible for work books is determined - at the first stages of the formation of personnel records and the enterprise, the head is responsible for the reception and registration of employees, based on this, it is necessary to draw up an order on the responsibility of the director for the reception and safety of documents;

Important: only after the official identification of the responsible person, the registration of employees begins.

• It is necessary to ensure the storage and use of personnel papers.

After hiring a personnel officer, he takes care of the whole routine of document management - maintaining a time sheet, vacation schedule, documentary movement of people at the enterprise, and so on.

What documents are related to personnel?

Basic documentation and its design

A personnel worker uses a number of necessary papers for competent personnel management:

• Various kinds of orders on the movement of employees - hiring, dismissal, vacation, business trip and others;
• The staffing table, which must necessarily coincide with the clauses on the work schedule in the main employment contract, otherwise it will be a violation of the contract and lead to penalties;
• Time sheet;
• Employment books that are stored at the enterprise during the entire period of validity of the signed agreement, these documents belong to strict reporting, so that each is recorded in a special journal, and storage is carried out in a special safe;
• Inner order rules;
• Employment contracts are evidence of the conclusion of labor relations, they are drawn up with each employee individually, on their basis the employee officially works in accordance with the points listed in the document;
• Annexes to contracts are drawn up for each case of amendments to the main clauses of labor agreements;
• is formed annually 2 weeks before the end of the year, each employee must familiarize himself with it, it is necessary to form this document competently with knowledge of the intricacies of production so that the simultaneous rest of 2 - 3 people does not disrupt the entire process of the enterprise;
• Personal file - a folder for each employee must be opened, a personal card, a personal account, all orders signed by the employee of the head, his statements and other documents that form the chronology of the employee's actions are placed here. This document is related to accounting documentation, it is formed in the form of folders and magazines that are stitched, a white square is pasted on them to indicate the main details;
• Job descriptions with a detailed indication of the rights and obligations of employees;
• The regulation on remuneration and bonuses is the basis for calculating payments to employees. According to what rules the provision on bonuses and material incentives for LLC employees is drawn up, read.

In addition, many more documents are generated, which are managed by an employee of the personnel department.

Who is involved in document management?

Usually at large enterprises there is a personnel department, which maintains all the documentation, and also streamlines it.

But in small enterprises they save on a personnel worker, so, for example, the chief accountant or secretary does this part-time, and the manager himself is responsible for hiring and dismissing employees.

HR automation

The use of various computer accounting programs greatly facilitates the process, at the moment there are a lot of them.

Of course, the current one is 1C: Enterprise, which allows you to automatically print documents and automate the entire process, but there are a number of other programs that are much younger and more progressive.

Personnel administration and personnel accounting.

Nuances of IP and LLC

When accepting an employee to an enterprise and entering personnel records, each form of management has its own characteristics, for example, individual entrepreneurs must be registered with the status of an employer when they first hire an employee:

• In the FSS - 10 days from the date of admission of the first employee;
• In the FIU - within a month from the date of employment of the employee.

If this number of days for registration is exceeded, the company will face penalties.

At the same time, the manager is obliged to receive a signature from employees for familiarization with regulatory documents; for this, it is advisable to start a journal.

Sanctions for lack of personnel records

Important: a self-employed entrepreneur has the right not to start personnel records.

If there is no personnel records at the enterprise or organization, a fine is provided:

• For an official from 1,000 to 5,000 rubles;
• For a legal entity from 30,000 to 50,000 rubles.

In addition, the work of the enterprise can be suspended for 90 days. If verification is required, then:

• It cannot be unexpected, they warn about it 3 days in advance;
• It is also held for a limited time - 20 days;
• The visiting commission should be carried out only with the participation of the head.

Conclusion

Personnel accounting, according to the current legislation, is an integral part of any business process, it is unacceptable to carry out the activities of an enterprise in which full-time employees work without such accounting, since each cooperation must be fixed by regulations with the fixation of any changes in it.

Rules for organizing and maintaining personnel records - see here:

Personnel accounting along with accounting and tax accounting, it allows you to reflect reliable information necessary for the full functioning of the company. The features of this type of accounting, as well as the main documents involved in it, will be discussed in our article.

Maintaining personnel records

Doing personnel records involves the execution of a large amount of documentation that will reflect information both separately for each employee and in general for the entire company, as well as the creation of rules governing the procedure for labor activity.

Doing personnel records implies fixing the number of employees, which is possible only with high-quality tracking of all movements. Main task personnel records is the preparation of documentary evidence of a particular movement of an employee, ranging from hiring, transfer to another position, registration of leave and ending with dismissal.

Certainly, personnel accounting can be maintained manually, however personnel records through the use of software allows you to minimize the time for preparing documentation, especially if the company has a lot of employees.

HR records

Documentation personnel records can be both mandatory, the compilation of which is provided for by the Labor Code of the Russian Federation, and optional.

To the required documents personnel records relate:

• employment order (T-1);
• contract with an employee (TD-1);
• work book (Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”);

On the features of the design of work books, see the material .

• employee's personal card (T-2);
• transfer documents (T-5);
• leave order (T-6);
• vacation schedule (T-7);
• staffing (T-3);
• time sheet (T-12);
• dismissal order (T-8).

Most personnel documents have a unified form. Some documents the employer should develop independently:

• collective agreement;
• inner order rules;
• wage regulations;
• regulation on personal data of employees;
• regulations on labor protection;
• bonus provision;

For information on the retention periods of personnel documents, see the material .

IMPORTANT!According to Art. 8 of the Labor Code of the Russian Federation, provisions formed by the organization that infringe on the rights of an employee cannot be used to regulate labor relations.

All accounting documents prepared by a personnel worker are approved by the head of the organization. After that, the employee must familiarize himself with them and put his signature.

It should be noted that in some situations, the preparation of personnel documents can be avoided: for example, it is not required to draw up job descriptions if the employment contract already provides for the employee's functionality. The same applies to the wage clause, which is also optional if the contract specifies the future income of the employee.

The presence of this or that document in personnel records depends on the specifics of the work of an individual employee and the company as a whole. If the company provides for shift work, then a shift schedule should be drawn up. When performing labor duties at high-security facilities, a clause on the preservation of trade secrets should be written in the contract, as well as an appropriate provision should be drawn up, which will fix the procedure for accessing the secret, responsibility for its disclosure, as well as the conditions for terminating such access. It is imperative to draw up a contract on full liability with an employee if he is related to valuable goods or objects.

Responsibility for offenses in the conduct of personnel records

The main regulatory body responsible for the correct conduct of personnel records, is the State Labor Inspectorate. It is designed to control personnel operations and, if personnel accounting is conducted with violations, to bring to administrative responsibility for violation of labor legislation.

The following types of responsibility are distinguished (Article 419 of the Labor Code of the Russian Federation):

• Administrative - fines for officials and companies are reflected in Art. 5.7, 5.27-5.34, 5.39 of the Administrative Code of the Russian Federation. Administrative responsibility most often occurs in the absence of any necessary personnel document or its non-submission at the request of an employee or organization.

Example:Ivanov I.A. decided to take a loan. To do this, he needs a copy of the work book and a 2-NDFL certificate. The employer refused to issue a copy of the work book. The employee has the right to report the illegal actions of the employer to the labor inspectorate, which will hold the company accountable (its officials) under Art. 5.39 of the Code of Administrative Offenses of the Russian Federation in the amount of 1,000 to 3,000 rubles.

• Civil law - the punishment is provided for by Art. 15, 151 and ch. 59 of the Civil Code of the Russian Federation.

Example:Petrov S.F. was injured at the workplace. In accordance with Art. 1085 of the Civil Code of the Russian Federation, the employer is obliged to compensate for lost wages during the employee's stay on treatment, as well as the costs of his treatment and recovery.

• Criminal liability - Art. 143, Art. 145, Art. 145.1, Art. 146-147, Art. 215-217 of the Criminal Code of the Russian Federation.

In addition, the documents of personnel services may be requested by the tax authorities, in case of failure to submit them, liability arises under Art. 126 Tax Code of the Russian Federation

Results

Correct and timely personnel accounting allows management to make the company more efficient. Currently, there are many software tools that help optimize the time for compiling personnel documentation and achieve accuracy in reporting data. personnelaccounting.

In this article, we will not provide samples of filling out forms, processing other documents, or texts of regulatory documents that an organization should have. Let us dwell only on the sequence of work on the organization of personnel records management in a company from scratch.

Normative base

When organizing HR records management from scratch, you will need the following regulatory documents:

GOST R 6.30-2003 “Unified documentation system. Unified system of organizational and administrative documentation. Documentation requirements.

Labor Code of the Russian Federation (in order not to get confused in changes and additions, it makes sense to acquire a new text of the Labor Code with amendments about once every six months - unless, of course, your organization has a reference legal system that is regularly updated).

Instructions for filling out work books, approved by the Decree of the Ministry of Labor of Russia dated 10.10.2003 No. 69.

Rules for maintaining and storing work books, preparing work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 (as amended on May 19, 2008).

Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1 "On approval of unified forms of primary accounting documentation for accounting for labor and its payment."

The list of typical management documents generated in the activities of organizations, indicating the periods of storage, approved by the Federal Archive on 06.10.2000 (as amended on 27.10.2003).

In addition, the book by Ya.E. Varlamova and E.A. Kosheleva "Personnel records management from scratch" (Moscow: Professional publishing house, 2008).

note

Many forms of documents in personnel records management are unified by the Decree of the State Statistics Committee of Russia of 01/05/2004 No. 1 "On approval of unified forms of primary accounting documentation for accounting for labor and its payment." You can find it in any legal reference system (Consultant Plus, Guarantor, Code) or on the Internet, there are also ready-made forms from this decree that you just need to copy to your hard drive. Documents for which there are no unified forms must be drawn up in accordance with GOST R 6.30-2003 “Unified Documentation System. Unified system of organizational and administrative documentation. Documentation requirements.

Step 1: we develop documents that must be in the company without fail

Most often, the organization of the personnel business of production begins with the development of all kinds of regulations and instructions, and rightly so. The regulatory documents that must be in the company without fail include:

internal labor regulations;

regulation on the protection of the employee's personal data;

regulations on labor protection and fire safety.

Everything else will have to wait: it is possible to take on the development of documents that are facultative in nature only when the mandatory documents are drawn up.

Step 2: adjust the staffing

Most likely, the company has already developed a staffing table, there is a staff of employees who successfully perform their tasks, with whom employment contracts have been concluded, orders for hiring have been issued and entries have been made in work books. But, as practice shows, these documents are not always drawn up correctly.

Ask the accounting department for information about the salaries of employees and the names of their positions - based on these data, you need to reconcile the staffing table.

It should be noted that the names of positions in the staff list do not always coincide with the actual positions of employees. The accounting department does not really need this information for transferring payments and taxes, but programs like 1C require filling out a section with such information, and sometimes a position is entered that does not correspond to the actual one. Therefore, before the approval of the staffing table, it is necessary to clarify the names of employees' positions with the heads of departments, company management or the employees themselves.

You can also ask accountants for personnel numbers of employees. If accounting is automated, then personnel numbers are assigned by the program, if not, then you will have to assign them yourself, starting with the employee who works the longest and ending with the one who came to the organization the latest. After the dismissal of an employee, it is better not to transfer his personnel number to anyone: let all numbers be unique and assigned to only one person who has ever worked in the company.

While accountants are preparing a summary of employees, you need to check the status of the personal files of employees and their personal cards, if they were kept, and also find out what documents are missing in the personal file of each employee. Each employee needs to write a memo about the copies of which documents need to be conveyed.

Step 3: check the compliance of information in the staff list and employment contracts

After the staffing table is drawn up, it is necessary to verify the information in it with the data in the employment contracts. If the information differs (usually the salary is incorrectly indicated or simply “Salary according to the staff list” is indicated, which is a violation of the Labor Code of the Russian Federation and may entail penalties; the dates of signing the contract fall on a day off; the signature of the representative of the Employer does not correspond to the person declared as a representative - for example, his deputy signed instead of the general director), then the contracts must be redone. In this case, one should proceed from the fact that an agreement signed by an unauthorized person, in fact, is not an agreement; in other words, there is no written employment contract. Therefore, it must be issued, of course, the current (genuine) date. In all other cases, additional agreements are made to the employment contract, which supplement the employment contract with new conditions or clarify (change) those conditions that were indicated incorrectly.

If the contract is executed correctly, but changes were made later (increase in salary, transfer of the employee to another job), then additional agreements must be drawn up for each case for each employee. Employment contracts and additional agreements are prepared in two copies, one of which remains with the company, and the second is given to the employee.

Step 4: check the correctness of the execution of personnel orders

Next, you need to check the availability and correctness of the execution of orders for hiring, moving employees (if any), etc. (dates, signatures, information contained in them). Orders must comply with the content of the employment contract concluded with employees and the staffing table. They must be signed not only by the head of the company, but also by the employee himself. If there are no orders for hiring or transferring working employees or they are issued with violations, they must be restored, redone or “signed additionally”. By law, you are not responsible for what happened before you, but the employee has the right to require a copy of such an order, and he must provide it.

Step 5: check the correctness of maintaining work books

The next stage of work is to check the availability of work books. Books of all registered employees must be kept in the company. If you find books of retired employees, then you need to send a registered letter with a return receipt to the owners of the books with a request to come for a work book or give an address where it can be sent. After receiving a response, the work book must be sent by registered parcel post with a return receipt. If there is no answer, just put a notice of receipt of the letter in the work book. Labor books of non-working employees must be kept separately from the rest until required, but not less than 50 years.

If there is no record of employment or transfer in the work book, do not rush to do it. First, carefully read both documents regulating the filling out of work books: Instructions for filling out work books and the Rules for maintaining and storing work books, preparing work book forms and providing employers with them. And only when you are confident in your knowledge, you can start making entries in the work book. Remember: an incorrectly executed entry can lead to the fact that the employee may not be credited with the length of service in the company in which the incorrect entry was made.

Step 6: we draw up personal files or personal folders of employees (if they have not been kept before you)

Be sure to issue personal cards for employees in the form No. T-2. Today, many programs allow you to fill out form No. T-2 on a computer and print it on plain paper, which is what some personnel officers use. However, state archives still accept personal cards only on thick, "semi-cardboard" paper. Therefore, if your organization is a source of acquisition of the state archive, buy forms No. T-2 in the stationery store in the required quantity or purchase the appropriate paper to print them.

Personal cards are filled in by a personnel officer - such an instruction is contained in the instructions for the use of unified forms (Resolution of the State Statistics Committee of Russia dated 05.01.2004 No. 1).

Copies of documents received from employees (passports, insurance certificates, etc.) must be placed in “files” folders, after which an inventory of each case is made, and your personal folders are formed. You can also attach copies of orders and contracts to them so that all information about the employee is in one place, but this is not necessary. Photos of employees can be glued to personal cards.

Often, personal files are put inside form No. T-2, which is not true: personal cards should be stored separately from all other documents.

New documents and copies are added to the personal folder as they become available.

Step 7: draw up the necessary accounting books or journals

The book of accounting for the movement of work books and inserts in them and the income and expenditure book for accounting for the forms of the work book and inserts in it can only be kept in paper form. Since these are journals of accounting for strict reporting forms, each page of the book is numbered, and it itself is stitched and sealed with the seal of the organization.

Step 8: Schedule Vacations

Two weeks before the new year, the organization must approve the vacation schedule. Work on it should begin in November. If the company is small, you can interview employees about when they would like to go on vacation, if it is large, send a letter to the heads of departments asking them to provide such information for their department.

When scheduling vacations, make sure that when employees of a small department go on vacation, the direction would not remain unclosed. For example, if there are only two sales managers in a company, then their vacations should not coincide in time, even partially, moreover, between these vacations there should be a period of joint work - to transfer cases from one manager to another.

If you yourself interview employees about the time of going on vacation and a conflict arises over who and when goes, do not try to solve it yourself - bring the information to the attention of management and draw up a schedule in accordance with the decision of management. If you are requesting information through the heads of departments, entrust the resolution of contentious issues to them. It usually takes one to three weeks to collect information for scheduling vacations.

After registration, the vacation schedule must be submitted for approval to the head.

Two weeks before the start of the vacation, it is necessary to notify the employee of its occurrence and issue an order to grant the vacation. The start time of the vacation can be changed by agreement of the employee with the manager. If at the time of the beginning of the vacation the employee fell ill and provided a sick leave, it is necessary, at his request, to postpone the vacation to another time convenient for him. All these changes are made in the corresponding columns of the vacation schedule. And do not forget that an employee cannot go on vacation for two years in a row and the mandatory paid vacation can only be replaced by monetary compensation in the event of the employee's dismissal.

Step 9: we form personnel files

Cases can be completed on the following topics:

“Orders on personnel (hiring, dismissal, transfer, bonuses, promotion, leave without pay, sending on long business trips and business trips abroad)” (shelf life - 75 years);

"Orders on personnel (regular and study leave, duty, penalties, short-term business trips within Russia)" (shelf life - 5 years);

"Employment contracts";

"Personal things";

"Personal cards";

“Regulatory documents of the company (regulations, instructions)”;

“Correspondence on personnel matters with government agencies and commercial organizations”, etc.

Vacation schedules, duty schedules, staffing schedules are more conveniently separated into separate cases and stored in thin folders.

It is more convenient to store personal files and personal cards in alphabetical order in accordance with the names of employees, all other documents - in chronological order as the document arrives.

Orders on a personal basis have two retention periods: 5 and 75 years, therefore they are divided into at least two cases (all orders that are not listed with a 5-year retention period have a retention period of 75 years).

If the company is large enough and more than 250 sheets are formed in a file within one year, then it must be divided into several files or into volumes (for example: “Employment contracts (A-K)”, “Employment contracts (L-Z)”; “ Orders on personnel (regular and study holidays)”, “Orders on personnel (duties, penalties, short-term business trips within Russia)”).

When forming cases, it is necessary to use sections 7 and 8 of the List of standard management documents generated in the activities of the organization, indicating the retention periods.

Step 10: draw up a nomenclature of cases

The nomenclature of cases can be drawn up separately according to personnel documents or included in the general nomenclature of affairs of the organization.

In general, the process of forming cases and drawing up a nomenclature in personnel office work is no different from the formation of cases and drawing up a nomenclature in general office work.

And only after all the stages, it is possible to start developing job descriptions, staff regulations and other optional (not mandatory from the point of view of the Labor Code of the Russian Federation) local regulations.

Yu.V. Eremeeva,
head of office, member of the Club of Professional Secretaries