How to keep personnel records in the enterprise. Personnel accounting and its proper maintenance at the enterprise

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 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 dated 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;
• regulations internal regulations;
• 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 labor contract the functionality of the employee is already provided. The same applies to the pay 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 safety clause should be written in the contract trade secret, as well as draw up an appropriate regulation, which will fix the procedure for access to secrets, responsibility for its disclosure, as well as the conditions for terminating such access. It is necessary to draw up a full contract 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 misconduct 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 when reflecting data personnelaccounting.

Payroll accounting at the enterprise and many others important points based on original documents. If HR records are poorly delivered, this affects the work of all departments of the company.

All the nuances of its maintenance and the necessary documents will be discussed in this article.

Why is it needed?

In any organization, regardless of the number of people, there is an obligation to keep such records. It helps to document the movement of all personnel. For this, it is necessary to know regulations relating to labor. In addition, you need to master the skills of conducting.

This type of accounting is designed to:

• correctly distribute people in work processes;
• look for unused reserves;
• timely identify and eliminate problems related to personnel.

Detailed information about this process you can learn from the following video:

How to organize it from scratch: step by step instructions

Before the employee of the personnel department there is always a difficult task of organizing this type of office work. To facilitate this process, it is important to start by compiling rough plan work and determine in what sequence it is necessary to act:

• The right decision would be to first study the regulatory documentation.
• Having studied it in detail, the direct preparation of the document flow is carried out. All constituent papers are taken from the head and studied in detail. All documentation must comply with the constituent. It is important to ask the head of the company what additional terms he wants to include in the work schedule. Based on his wishes, additional mandatory documents.
• Creation of documentation:
  • to begin with, the director is documented;
  • further compiled and ;
  • a form is being developed, which is concluded with all employees. It includes all the items that the organization needs;
  • other important papers and magazines are being prepared;
  • it is necessary to decide who will be responsible for the work books. While people are not officially hired, the manager will be forced to hire them. Accordingly, an order is made to take responsibility for the safety, filling and the head;
  • after that, the official admission of workers begins.
• It is important to ensure the storage of all personnel papers and their use.

After registration of employment for the personnel officer, ordinary working days begin. Every day is the presence at work of each person. Issued once a year.

The personnel officer is obliged to deal with the documentary movement of people at the enterprise, preparing the relevant documentation. In addition, it must be a lot of other papers.

Required documents

A number of basic documentation used by a personnel worker:

• Various employee movement orders: , translation, and many others.
• staffing. Its content must match the data specified in the contracts of employees. If something does not match, it indicates violations Labor Code RF. And this usually leads to fines.
• Time sheet.
• Employment books. The personnel officer picks them up when hiring, appropriate entries are made in them, and they are returned upon dismissal.
• rules work schedule within the organization.
• Labor contracts. Such a contract is concluded with each person, it serves as the beginning of a working relationship. The main thing here is to check the correctness of the compilation, the presence of all signatures and dates. If changes are made to working conditions, for example, a transfer of a worker or a change in salary, it is imperative to prepare. They are compiled for each case separately.
• Vacation schedule. At the latest two weeks before the end of the year, all organizations must prepare vacation schedules for employees. It is important to compose them so that the simultaneous rest of people does not affect the workflow of the department or the company as a whole.
• Accounting journals. There are many journals needed to record documents.
• Definitely underway. It includes: to work, sheets of familiarization with the orders of the employer, a copy of an identity card, a certificate of a medical examination, copies of diplomas and a military ID.
• Job Descriptions. They contain detailed description the rights and obligations of the employee.
• Regulations on wages and bonuses. Regulatory, on the basis of which all accruals are made wages.

There is still a lot of different documentation, which is also present at the enterprises. But this already applies to specific documents.

Who usually does this?

This question mostly arises in small organizations. This is usually done by a personnel officer, since maintaining this record is enough challenging task. Unfortunately, not every leader can be persuaded to introduce such a separate position into the state. In this regard, personnel management is often engaged in Chief Accountant or the manager himself part-time.

As a rule, this happens in small firms in order to save money. And it makes no sense to introduce an additional unit into the state for two or three people. In this case, the scheme is as follows: the manager draws up employees, and the chief accountant calculates their salaries. The main law that regulates the relationship between an employee and an employer is the Labor Code of the Russian Federation. It defines the rights and obligations of both parties.

Process Automation

For the convenience of accounting at the enterprise, the manager should take care of the implementation special program. Nowadays, such systems a large number of and they are all easy to use.

The widely used program is "1C: Enterprise". It helps to organize the data. Almost all documents are printed from it automatically. The use of automated technologies simplifies the accounting process itself.

Nuances of IP and LLC

Documentation should always be in order. It is important to properly manage and store it. There are several nuances that are important to take into account in this area:

• If an individual entrepreneur registers an employee for the first time, he will need to go through the registration process in some territorial bodies in the status of an employer. More specifically, in pension fund and the Social Insurance Fund. Exist certain deadlines for this procedure:
  • 10 days when registering with the FSS;
  • 30 days for registration with the FIU.

  The number of days is counted from the first day of employment of the first person. If this is not done, the organization faces heavy fines.

• The manager must familiarize his employees with all regulatory documents against signature. For this, special magazines are created, where employees sign after they have read the documents. For example, the organization must provide a pay slip every month in person. In this regard, it is reasonable to start a book on the registration of their issuance. This is convenient because in the event of any conflict, it is the signature that will prove that the document was issued.

Possible sanctions for ignorance

In the absence of personnel records, officials will be held accountable under the law “On administrative offenses". They are fined:

• per official - in the amount from 1 to 5 thousand rubles;
• for legal entities - from 30 to 50 thousand rubles.

In addition, it is possible to suspend the activities of the organization up to 90 days. If the offense is repeated, the manager may be subject to disqualification.

In the event that an organization is to be audited by regulatory authorities, it is important to prepare for it. For this you need to know:

• the supervisory authorities must notify at least three days in advance about the upcoming procedure;
• verification should not exceed twenty days;
• on-site inspections are not allowed to be carried out without a supervisor.

This type of accounting is the main component of any enterprise. Therefore, its reliable management allows you to bypass a large number of troubles.

Even the smallest enterprise has employees, which means that there is a need to maintain various personnel documentation.

In companies that have been on the market for a long time, usually personnel records management is well established, but in newly created organizations, everything needs to be created from scratch.

Who is in charge of the business in the company?

Typically, administering personnel office work and the execution of all documents is carried out by employees of the personnel department, but if the enterprise is small, then this work can be entrusted to one of the employees as. Usually this is an accountant or.

If the enterprise has a large number of employees, then a personnel department is created, in which there may be several specialists. The need for personnel is determined not only on the basis of the number of employees (although this is the main factor), but also on the specifics of the enterprise itself. So in an organization with harmful and dangerous production, personnel officers will have more work.

If you have not yet registered an organization, then the easiest do it with online services, which will help to form everything for free Required documents: If you already have an organization, and you are thinking about how to facilitate and automate accounting and reporting, then the following online services come to the rescue, which will completely replace the accountant in your company and save a lot of money and time. All reporting is generated automatically, signed with an electronic signature and sent automatically online. It is ideal for an individual entrepreneur or LLC on the simplified tax system, UTII, PSN, TS, OSNO.
Everything happens in a few clicks, without queues and stress. Try it and you will be surprised how easy it got!

Collection of the necessary legislative base and regulatory documents

The first thing to do when creating a personnel workflow from scratch is to decide which documents should be. There are documents that must be mandatory at every enterprise, and there are those that are required only to perform a certain type of work or company activity.

By the way, the regulatory documents themselves, regulating the availability of components of personnel documentation, will also not be superfluous to store in a separate folder, so that if necessary they are always at hand.

Orders in terms of personnel and personnel. Personnel orders include orders related to the movement of workers:, dismissal, and. These orders refer to seniority and are therefore kept for 75 years.

To personnel orders all others include:

• holidays;
• premiums;
• business trips;
• disciplinary sanctions, etc.

Shelf life these orders is from 3 to 5 years.

It is more expedient for these two types to have two separate folders.

The next mandatory document is, which reflect all basic information about the employee. These cards can be kept either separately or as part of the employee's personal file.

The third required document is . At present, according to the legislation, even an individual entrepreneur must draw up work books, not to mention enterprises of other forms of ownership. The employer must issue a work book within three days from the date of acceptance of the employee.

Since work books are, it is imperative to keep them. This book has also been kept for 75 years.

The next required document is . It must be concluded with each employee hired, regardless of the term.

Once new jobs are created, it is necessary to hold a special job for each of them. Documents related to the SOUT are stored until they are replaced with new ones, as a rule, once every 5 years.

To other mandatory documents applies to:

There are also documents that the law does not oblige to keep, but, nevertheless, almost every employer has them, this is the basis book for orders.

Collection and study of constituent documents

After you have decided on the general mandatory documents, you need to decide on the rest of the documents. To do this, you need to study all the statutory documents regulating the activities and manufacturing process enterprises.

Here the documents can be very different. For example, if PPE is also required for employees, then it is imperative to approve by order or other administrative document the list and terms for providing them to the category of workers.

If there are people at the enterprise who have irregular working hours, work at night, work in harmful and dangerous conditions, then it is necessary to document the benefits and compensations due to them.

Making a list of documents

When the entire list of necessary documents is determined, you can begin to draw up the Regulations on the conduct of personnel records management.

This provision lists all the necessary documents, the procedure for their maintenance and storage periods. This provision is not mandatory, but greatly facilitates the work of the personnel department.

Registration for the job of a director

If an enterprise is created from scratch, then the first person to be registered is the head of the enterprise.

It is he who then concludes employment contracts with the rest of the employees. If the position of the director is elective, by competition, then the chairman of the elected body concludes, if the enterprise has founders, then they sign the contract. If the head is simultaneously the sole founder or individual entrepreneur, then he signs an employment contract for both the employee and the employer.

Be that as it may, the conclusion of an employment contract and the execution of an admission order are mandatory procedures.

Drawing up local regulations

In order to determine what positions and how many of them are necessary for the operation of the enterprise, a staffing. There is a unified form for it, and although it is not required to be used, it is very convenient.

You can add additional columns if you wish. The staffing table indicates the name of the position, required amount staff units, salary or form of remuneration and allowances. All positions in the staffing table are indicated, starting with the most important and ending with support staff.

AT work schedule first of all, the work schedule of the enterprise is indicated, if there are shift schedules, then they are signed in detail. This document may also specify the requirements for appearance and behavior of employees, corporate ethics and so on.

Development of a standard sample of an employment contract

The employment contract must include all the main provisions listed in the labor code.

Here applies:

In addition to these points, the employer may include in the employment contract any other points that do not contradict the law.

Preparation of accounting documents

All ledgers before you start using them need to prepare. Namely, each magazine should be numbered and sealed. Sheets are numbered by continuous numbering, starting from the first to the last. Then all sheets, except for the cover, are stitched with a thread and two tails are brought out to the last flyleaf. They are sealed with a piece of paper, but which indicates the number of sheets and is signed by the head or the person responsible for keeping the journal.

Each journal indicates the date of its beginning, and the name of the organization is required.

Appointment of a person responsible for maintaining work books

Employment books are one of the most important documents of personnel records and belong to the forms strict accountability, they must be treated with respect. They must be kept in a locked safe.

To maintain work books, a responsible person is appointed who fills them out and is responsible for storage. Responsibility is assigned to the employee by order of the organization.

Employee recruitment

For each employee, it is necessary to perform a certain sequence of work:

• employee reception;
• familiarization of the employee with all local regulatory documents, regulations on remuneration, internal labor regulations, collective agreement, etc.;
• registration of an employment contract, its signing. Be sure to put a note in the employment contract that the employee received one hundred and second copy in his hands;
• issuance of an order for employment;
• filling out a personal T-2 card and forming a personal file. It includes the following documents: an application for admission, copies of personal documents, a copy of the admission order, a personal card, documents on education and qualifications, an employment contract, and other necessary documents.
• transfer to the accounting department of all necessary documents for the employee for accrual.

The following video playlist provides guidance on how to manage HR records:

The general definition says that personnel records management is the process of registration and maintenance of personnel papers. This topic is relevant for individual entrepreneurs, so for legal entities. Documentation is strict legislative norms, and the described rules should be taken into account by all managers, personnel departments at enterprises. With the help of personnel records management, it will be possible to optimize the process of personnel management, improve the work of each team, and simplify the reporting procedure.

What is HR management

The basics of personnel records management include the entire process of preparing papers, filling them out, reporting on the personnel who work in the company. Each issued is legally binding, including those that are formed on the basis of an employee's application. Personnel production is often carried out by the personnel department, whose functions are such personnel work:

• payroll;
• registration of holidays, sick leave;
• issuance of references.

Goals and objectives

Tasks and objectives of this HR department:

Direction of work	Employee tasks
Accounting, registration, control	Keeping records of the number of employees, registration for work, dismissal
Work regulation	Familiarization with duties, choice of workplace, premises
Coordination, training	Conducting courses, training, advanced training, retraining, verification of performance
Work with documents	Specialists of this department are engaged in the preparation of papers, books, work schedules, register, reporting
Organization	Organization of activities according to instructions

Legal regulation

Work on personnel is regulated by a number of regulatory laws, orders and a set of rules at the regional or state level. Failure to comply with the requirements specified in the regulatory framework is a violation. Main regulations for personnel production:

• state position on work books (2003);
• rules of office work and document management from 2009;
• federal instructions for maintaining paperwork regarding employees;
• General requirements, which are approved by the order of the ministries.

Legislative base of the enterprise

Each enterprise uses a number of documentation that regulates the work of all personnel. The movement of documents and their preparation is carried out according to the instructions, the regulatory framework prescribed above. The legal framework of the enterprise is divided into five key categories, regulated internal regulations enterprises:

• company charter;
• work schedule;
• regulations on the protection of personal data;
• labor protection (regulated by federal archival decree);
• staff work schedule (and documents on staffing).

Personnel document flow in the organization

Unified Systems accounting papers in enterprises are divided into three main categories, among which are internal regulations, staffing, regulations on wages. The first category includes the turnover of papers according to the vacation schedule, filling out documents about the work schedule. The second paragraph is more global and contains a provision on the preparation of contracts and accounting policy papers. The regulation on remuneration regulates all issues regarding the payment of wages, bonuses, sick leave, vacation and severance pay upon dismissal.

Staffing in the form of T-3

The staffing table in the T-3 form is a single type of paper that describes the entire structure of personnel in an enterprise or company. The columns contain data on the full name, position of the employee, the unit where he is listed. According to regulatory and legislative norms, the official salary of a specialist is prescribed there. Any change in the registration process must be registered by the accounting department in this staffing table on the T3 form. The instructions for filling out always contain recommendations for each column. In total, the document includes 5 information points.

Working schedule

The work schedule is a document that approves the daily routine of a specialist. The workflow regulates the manager's schedule. It includes items on the need for an inspection under current legislation, about lunch and breaks, and about reporting. In some companies, the clerk requires a report to be drawn up every week or month (the document must be confirmed by the signatures of the employee and the clerk after verification). The plan, the schedule of the schedule are formed for the future working period. Recording of employees' working hours.

Contract of employment

Contract of employment- This is a document of a civil law type, which is drawn up between a future employee and an employer. Standard forms for this type of document are not expected, and the agreement is filled in free form indicating the qualifications (position) and period of work. The desired result is also written there. By legal regulations, this type of document is very similar to a contract document, as it prescribes the final result of the work, and not its structure. To dismiss employees, you only need to finalize before the expiration of the contract.

Personnel orders

The reinstatement of employees in positions, the recruitment of specialists for work are carried out according to personnel orders. This type of document prescribes the appointment of personnel to the position and other movements of specialists in departments. Employees of the personnel department and the management team take part in the development of instructions and orders. Managers/administrators of the company make local decisions. Orders have a single form, it is established regulatory framework. According to the shelf life of the paper, they must be kept in the accounting department or in the personnel department for up to five years or more (depending on the type of order).

Job Descriptions

Job descriptions are a document that prescribes the responsibility of the parties (employee and employer), and also contains data about the instructions and duties of a particular specialist in his position. They are confirmed by the seal of the organization and the signature of the responsible person. Three copies are required for this document. One remains in the personnel department, the other with the performer himself, and the third with the manager or administrator of a particular department. The purpose of this order is to optimize the processes of personnel management in the enterprise.

How to organize office work in the personnel department

Proper HR administration involves high level responsibility. Human Resources staff must ensure that the dates of signing correspond to the actual ones. You can entrust the maintenance of work books and other personnel documents to outsourcing companies. Responsibilities of HR Officers:

• form a work schedule, accounting documentation related to vacations;
• draw up documents for labor protection (required for state bodies);
• prepare and issue orders;
• Calculate payroll and control the payment of bonuses.

HR department

The full-time personnel service is carried out when all accounting and all registrations are carried out only by hired full-time people from the personnel department. This mode of paperwork is relevant for enterprises and companies with a staff of 20-30 people. State standards require strict adherence to the form of all orders and other requirements, otherwise entity may receive a fine. In the service sector, where one legal entity has up to 30 people, it is more profitable to use the services of outsourcing companies.

Involvement of specialists of an outsourcing company for personnel work

Hiring outsourcing HR specialists will save money and reduce total number state. Independent specialists carry out the entire volume of necessary work on the preparation of orders, schedules. They also keep a special journal and regulate the work of each specialist in the company. Outsourced HR records management is marked by the fact that a legal entity does not have its own HR department, but entrusts this task to a separate team for a moderate fee.

Personnel accounting from scratch step by step

To keep records of documents of the personnel department, office equipment and an office are needed. It is important to have a strong safe. The order should appoint the head of the document management system. After that, internal acts are formed. For each employee in the company, you must create a separate folder where his work book will be stored. Personnel records management requires the preservation of this documentation during the entire period of work of a specialist in a position. Throughout the entire activity of the department, information is entered into books, orders are drawn up.

Requirements for HR employees

Personnel records management is a relatively complex process that requires certain theoretical and practical skills. The regulatory framework for this position contains a list of conditions under which a specialist can hold this position. Educational institutions do not single out a separate profile as personnel office work. Managers and administrators are suitable for activities in the personnel department. So employers appoint people with legal education, information security or documentation management.

Rights and obligations of a personnel officer

The first obligation of such officials is to know legislative framework, compliance established rules accounting. Above were the articles, federal laws that should be followed when conducting personnel records management. The personnel officer has the right to receive information from employees, view personal folders, see the accounting book (salary). The powers of specialists of this profile include affixing signatures, working with employers to improve the efficiency of staff.

Managing personnel records

Today, HR records management is conducted both in writing and in digital format. Documentation is signed personally by authorized employees. For documentation, state standards are used, which unify all templates and forms. It is necessary to take into account the norms of GOST R 6.30-2003 and GOST R 7.0.8-2013. Important papers are stored in special folders or metal safes. Depending on the scope and size of the company, specialists need to adhere to different requirements for the frequency of reporting.

Search and registration of personnel

Initially, before registering employees, you need to find specialized personnel that would meet strict criteria (they must be related to the specifics of the work). To do this, use specialized bureaus, agencies, job search sites, labor exchange or private ads in newspapers, in the media, on websites. After that, mandatory personnel documents, registration is carried out, an employment contract or a work contract is signed.

Stages of hiring

The procedures for registering people for a position begin with entering data about the job seeker in a special journal. The report card records information about experience, length of service, and previously held position. Upon approval, an order is drawn up to appoint a person to a particular post. final stage becomes the formation of a personal folder, drawing up a case in a company, department. The contract contains information about the duties, about the salary in the post.

Personal cards and the formation of an employee's personal file

Types of personnel documents include an employee's personal card. It contains all the information regarding the marital status, full name, a photograph is pasted there, the date of birth is prescribed. All this is done by employers in order to form a data package about each member of the company's staff. According to the law, this data cannot be transferred to third parties. Folders, cabinets or even metal safes are used to conduct a personal file (depending on the level of equipment of the company's office).

HR journals

Paper printed products help to systematize reporting, simplify document flow. Documentation in the form of business journals includes the following types:

• for the control of documents, papers that are delivered to a company or enterprise;
• to control time, periods of business trips;
• to control any notes, statements;
• records to ensure the safety of work books.

Maintenance of work books

Personnel records management obliges specialists to keep records of the work book. All records are kept if the person at the enterprise is formally registered. The work book is issued to the employee upon dismissal. This documentation records all changes regarding the position, awards. Training in personnel records management from scratch includes mandatory items on the correct design of work books. Any errors are corrected by members of the Human Resources staff. If they are found, specialists may be charged with an administrative violation.

Organizing and storing documents

Separate legislative norms have been created for the audit and storage of documents. It is important to mention Article 17 federal law about archiving. It prescribes the need for the management of companies and enterprises to take care of the safety of archival documentation within the prescribed period. The storage period is prescribed by law and complies with state standards. To ensure the integrity of paper documentation, metal fireproof safes and cabinets are used.

If necessary, the data from the documents are transferred to the State Statistics Committee Russian Federation. Automation, digitization of the circulation of papers is one of the priority areas in optimizing the process of managing the work of the state. Today, most reporting is not done on paper. This does not remove the obligation from the heads of enterprises, managers to preserve the archive for one, three, five or more years.

Electronic personnel records

When using electronic personnel records, it is important to comply with the security conditions of documents, to reduce access to the archive by virtue of the law on the protection of personal data. Electronic accounting of documentation has a number of advantages:

1. quick access to documents;
2. file password protection;
3. there is no need to purchase safes to save papers;
4. saving space in office space– 10 thousand documents and more can be stored on the hard disk;
5. saving time - you can sign, find any document in 1-2 minutes in the archive hard drive on the computer.

Video

Find out how personnel records are kept in the organization and what they can be fined for. Download the manual for HR records management or organize accounting on your own.

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What are the mandatory personnel documents that the employer draws up

Any company that uses hired labor is required to keep personnel records. Work with personnel is accompanied by the execution of many documents, from the staff list to orders for personnel. The task of the personnel officer is to draw up the documents of the personnel service in a timely and correct manner, make changes to them as necessary, and check for compliance with current legislation.

A well-structured instruction on personnel records management, drawn up taking into account the new GOST, will minimize the risk of gross errors in working with personnel.

Starting personnel records management from scratch, prepare the mandatory documents of the personnel service, without which full-fledged work with personnel is simply impossible.

Required HR Documents:

• employment contracts;
• job descriptions (if necessary);
• local regulations;
• personal cards of employees;
• personnel orders;
• orders for core business;
• staffing;
• vacation schedule;
• accounting books and journals;
• time sheet .

Labor contract

The main document in the work of a personnel officer. Confirms the existence of an employment relationship, establishes the rights and obligations of the parties. There is no single unified form of an employment contract, although there is a standard form for micro-enterprises. Other employers can take it as a basis. The law does not prohibit drawing up free-form employment contracts if they contain all the mandatory conditions and information about the parties.

Mandatory conditions of the employment contract:

• labor function indicating the position or type of work;
• place of work and working conditions;
• salary with indication tariff rate or salary;
• condition of compulsory social insurance.

Reflect in the employment contract the nature and mode of work, if they differ from the usual ones. To write down all the guarantees and compensations required by law. AT fixed-term contract be sure to indicate the validity period and the reasons why the parties could not establish an open-ended employment relationship.

Mandatory information of the employment contract:

• Full name of the employee and name of the employer (for individuals - full name);
• data on documents proving the identity of the employee and the employer-individual;
• TIN of the employer (except for individuals who do not have the status of an entrepreneur);
• information about the person signing the contract on behalf of the employer;
• place and date of the document.

Job Descriptions

Despite the absence of references to this document in the Labor Code of the Russian Federation, government bodies develop a package of job descriptions without fail (Law No. 79-FZ of July 27, 2004), and commercial organizations it is highly recommended to do so.

The presence of job descriptions allows:

• competently distribute responsibilities between similar positions;
• to prove in court or the prosecutor's office the legitimacy of the disciplinary sanction;
• justify;
• properly certify personnel for compliance with their positions.

Attention! Instructions are written for positions, not for specific employees, so do not make them personalized. If an employee quits or transfers, the instructions will have to be re-approved. For the same reason, it is better to approve it as an independent document, and not as an annex to an employment contract or agreement.

Local regulations (LNA)

There are mandatory and optional. The GIT inspector has the right to request local regulations during the inspection, and if some document is not available or it is executed with errors, the employer may be fined or issued an order.

Mandatory include all LNA mentioned in the Labor Code:

• regulation on remuneration, if the terms of remuneration are not reflected in the collective agreement or other local act (Article 135 of the Labor Code of the Russian Federation);
• regulation on personal data of employees (Article 86 of the Labor Code of the Russian Federation);
• (Article 189 of the Labor Code of the Russian Federation).

If there are positions with irregular working hours in the state, a list of employees who are subject to a special working regime should be approved (Articles 57, 101 of the Labor Code of the Russian Federation). If the company sends personnel for retraining or advanced training - a regulation on the procedure and conditions for passing vocational training(Article 196 of the Labor Code of the Russian Federation).

Optional LNAs are issued as needed. To clearly regulate work processes, develop additional internal documents: provisions on bonuses, business trips, mentoring, social policy, recruitment, etc. There are no unified requirements for the design and structure of local acts, be guided by the current GOST and correctly certify each document.

Personal cards of employees

All employers, regardless of the legal form and field of activity, are required to create a personal card for each employee. Use the unified T-2 form or develop your own form. For registration of civil servants, a special form T-2GS has been developed.

Do not forget to familiarize the employee with the contents of the personal card under the signature immediately after the initial filling, and then - after making new entries about the transfer (including temporary), dismissal, renaming of the position.

Attention! The personal card is closed after the termination of the employment contract on the basis of which it was started. If you hire an employee who has already worked in the organization, start a new card for him.

Orders for personnel

Hiring, business trips, dismissals, bonuses, vacations and other personnel procedures are formalized by orders. This is the most important document of any personnel service, on the basis of which entries are made in personal accounts, work books, personal cards.

Some orders are drawn up in a unified tabular form. If the order concerns not one, but several employees at once, a form marked “a” is used:

Table 1. Orders issued on unified tabular forms

	Form type and name
T-9 or T-9	Order to send one or more employees on a business trip
T-11 or T-11a	Order to encourage one or more employees
T-8 or T-8a	An order to dismiss one or more employees
T-6 or T-6a	An order to grant leave to one or more employees
T-5 or T-5a	Order to transfer one or more employees to another job
T-1 or T-1a	An order to hire one or more employees to work

Attention! Instead of unified forms you can use forms approved by the employer if they contain all the required details.

The remaining orders are issued in text form. If you need to recall an employee from vacation or send him to advanced training courses, reinstate him at work or, draw up an order in free form.

The order is given legal force by certifying details - a personal signature CEO or otherwise official authorized to sign orders. In addition to the signature, the seal of the organization (if any) is affixed. Administrative documents come into force from the moment of signing or from the date specified in them.

Attention! Orders on the appointment of managers - the general director, his deputies, the chief accountant and other officials mentioned in the charter - refer to orders for core activities, and not for personnel.

Orders for core business

These include all written orders that do not relate to personnel or administrative and economic issues: on the introduction of local regulations or amendments to existing LNA, on the creation of new positions and the conduct of inspections. The execution of such orders can be entrusted to both the secretary of the organization and personnel officers.

staffing

It characterizes the personnel composition of the company: organizational structure, number and composition of personnel, remuneration for all positions. For registration, use the unified T-3 form or develop your own template. The validity period of the document can be omitted, but if it is limited, do not forget to draw up a new staffing table by the specified date.

Example staffing with a limited duration

Enter in the document all the positions available in the company, including vacant, temporary and seasonal ones. The law prohibits hiring employees for positions that are not provided for by the staffing table (Rostrud letter No. PG / 13229-6-1 of 01/21/2014).

Write the names of the positions in Russian and without abbreviations, indicate the exact salary for each - salary forks are unacceptable. Positions related to compensation, benefits or restrictions must comply with professional standards and tariff and qualification reference books (letter of the Ministry of Labor No. 14-0 / 10 / B-2253 dated 4.04.2016). The expert of the magazine "Personnel Business" will tell

Attention! For errors in the staffing table, the company faces a fine under article 5.27 of the Code of Administrative Offenses of the Russian Federation.

Vacation schedule

It is drawn up annually and establishes the terms for granting annual paid holidays to all employees of the organization. Take the unified T-7 form or your own template as a basis.

To avoid claims to the document, proceed in sequence:

1. Find out the wishes of employees. Ask department heads to collect information on each structural unit.
2. Check if there are beneficiaries among the staff who have the right to take a vacation at any convenient time. These include pregnant women, minors and some other categories of workers.
3. Make a preliminary summary schedule. Enter in the document all employees, including external and internal part-time employees, as well as those whose maternity leave ends next year.
4. Agree and approve the schedule. Issue a separate order or stamp the approval stamp on the document itself, familiarize the employees with it under signature (Rostrud letter No. PG / 5883-6-1 dated 08/01/2012).

Who is responsible for HR administration

In micro-enterprises and newly established organizations, HR management in in full usually falls on the shoulders of one person. Usually this is the director of the company or his deputy. But as the business grows and staff expands, so does the amount of paperwork. At this stage, one should highlight position for a human resources specialist who knows the basics of personnel administration well and devotes all his work time work with personnel.

AT large companies with complex organizational structure HR is handled by a separate department.

If the organization has separate structural divisions, for example, branches in other cities and regions, there are two ways to keep personnel records. More costly - to create a personnel officer position in each branch, more profitable, but associated with certain difficulties - to manage with the personnel department at the head office, having set up work using scans and mail. What is, read in the magazine "Personnel Business".

Table 2. Advantages and disadvantages different ways organization of CD in branches

Procedure	CD is conducted at the head office	CD is conducted in branches
Paperwork	It is difficult to meet the deadlines, the transfer of original documents takes time	Deadlines are met, the right to sign is delegated to the head of the branch
Appointment of employees responsible for personnel records management (KD)	It is usually easy to find the right employee with the right qualifications	Since there are fewer employees in branches, it is difficult to choose a person responsible for CA
Recruitment to work overtime or on weekends	It is not always possible to promptly issue all the necessary documents and deliver them to the department on time	Not a problem: you just need to get the consent of the employee and complete all the documents on the spot
Issuance of documents to employees upon dismissal	Need more time for delivery, there is a risk of loss when sent by mail	Documents can be issued promptly, without violation deadlines

Organization of personnel office work on your own: step by step instructions

How to organize work with personnel in a newly created company or restore after a predecessor? New instruction on personnel records management, developed taking into account the norms of current legislation, will help not to miss anything.

Proceed step by step:

Step 1. Create a regulatory framework. First of all, be guided by the requirements of the Labor Code of the Russian Federation - the main set of labor laws that regulates many personnel processes: hiring, granting holidays, the rights and obligations of the parties to an employment contract, the procedure for calculating wages, etc.

Also consider the rules set by:

• Decree of the State Statistics Committee No. 1 of 01/05/2004- on the use of unified forms of primary accounting and mandatory details;
• AT small company all issues related to personnel records management can be handled by one person - a personnel officer, secretary or director. Then it is he who is responsible for maintaining and storing work books. But if the amount of work is large, it is better to distribute the areas of responsibility among several employees. For example, appoint one of the personnel officers responsible for maintaining and accounting for work books, and entrust another with the work of compiling personnel orders.

  Sample order on the appointment of an official responsible for work books

  
  

  Step 3. Make a list of required personnel documents. Include in it local regulations and other documents, the presence of which the GIT inspector will definitely check during the next visit: staffing, vacation schedule, time sheet, personal cards of employees. If the organization plans to abandon the unified forms, issue an order to develop their own forms.

  Step 4. Develop and approve the necessary HR records and regulations. There are several ways to approve LNA: find out how they differ from each other and choose the one that suits you best. Please note that some documents will first have to be agreed with the trade union (, the expert will tell electronic journal"Human Resources").

  Step 5. Fill in registration books and journals. Appoint employees responsible for registering briefings, medical examinations, and correspondence.

  1. Check the correctness of the execution of employment contracts. First, check whether the director of the organization is properly registered for work, then look at the rest of the contracts. Make sure that the salaries and job titles prescribed in them exactly match the wording in the staff list, work books and job orders. If you find errors, make changes by entering into additional agreements with employees.
  1. Familiarize employees under signature with the LNA that are directly related to them. This is not only about the rules of the labor schedule and other LNA, with which the staff should be familiarized with when hiring, but also about job descriptions, orders for personnel, briefing logs.

  Attention! Make sure that each employee receives their own copy of the employment contract and all additional agreements to it.

  1. Organize military registration. If the company employs persons liable for military service or persons of military age, keep a military record. Appoint a person responsible for keeping records and coordinate the appointment with the local military registration and enlistment office, draw up a work plan and issue records based on information from military cards, personal cards and draftee certificates provided by employees.
  1. Create a safe storage environment. This requirement applies to all documents containing personal data (PD): place them in securely locked cabinets and safes, do not transfer information about the employee to third parties without him written consent. Do not keep copies of passports and diplomas in your personal files, do not ask employees for personal data that is not directly related to work - fines for violating the rules for processing personal data are significant.
  1. Make a calendar planner. Many important documents have to be regularly updated or re-approved. For example, the vacation schedule should be drawn up annually, and the collective agreement should be reissued at least once every three years. So that the company does not have problems in the future, plan the work with key documents in advance.

  Organize personnel records management from scratch, for example, in a branch, or restore after a predecessor - not an easy task. To get started, familiarize yourself with the regulatory framework and the GOST R 7.0.97-2016 standard, which contains the basic requirements for paperwork.

  Working consistently, develop the minimum necessary set personnel documentation, including regulations. Decide which primary accounting forms you will use - unified or self-developed. Get your employment contracts and agreements in order. Be attentive to details, because for the absence or incorrect design documents, the company faces a large fine.