How to keep records of an employee's length of service in an organization. Conducting personnel records from A to Z

Do you want to put things in order in your HR work? Where to start in a new company, how to bring order to an existing one? Follow the advice of an expert. And don't panic! You will succeed.

In practice, there are two situations when professionals are interested in the topic of step-by-step HR administration:

1. In an already existing company, personnel records are carried out “somehow”, there is no system, there are many violations. If you find yourself in this situation, first assess the state of the employer’s personnel documentation and document the results of the audit. Examples of memos from the article “” will help you. After checking, begin to restore and systematize the work using the 8 steps from this article.
2. A newly created organization is just starting its activities or an individual entrepreneur has his first employee - it is better to immediately begin personnel work correctly. Step one...

1 step. Organize personnel records. There are three ways

Determine who is responsible or responsible for the state of HR records at the employer. Every employer is very different. They differ in the number of staff, field of activity, staff turnover, management approaches, and economic opportunities. I’ll answer a favorite question from HR specialists:

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

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personnel procedures, which are given in the Decree of the USSR Ministry of Labor dated November 14, 1991 No. 78, are outdated.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

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

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

Combination is an assignment to an employee, with his written consent, of additional work in another position, profession, specialty (Article 60.2 of the Labor Code of the Russian Federation). To formalize the combination, include the position in the staffing table (the rate may not be the same, it is important to simply reflect the employer’s need for the labor function of a HR specialist).

A typical misconception: the position for which the combination is registered is not included in the staffing table. In the agreement, specify the duration, content and volume of work performed and the amount of additional payment.

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

1. Your position is part of a structural unit, for example, the HR department.
2. You are the only specialist in personnel records management; an employment contract has been concluded with you and your responsibilities include conducting personnel records management in full.
3. HR records management is assigned to you in the form of a combination.

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

Step 2. Study the constituent documents

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

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

Study in the constituent documents the question of the authority to make decisions on the conclusion or termination of an employment contract, and to approve local regulations. Determine who is the authorized person of the employer, if it is a legal entity.

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

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

Step 3. Create a staffing table

Why is the staffing schedule one of the first documents that is directly related to the labor function of the personnel officer? The staffing table is an organizational and administrative document that inherently answers the question: what labor functions does the employer need?

Remember the rule: no employee can be hired outside the staffing table. There, “outside the state,” there are only civil contracts. All employer needs for labor functions are determined by the staffing table.

A labor function is work in a position in accordance with the staffing table, a profession, a specialty indicating qualifications; specific type of work entrusted to the employee (Article , Labor Code of the Russian Federation).

The staffing table can be approved using a unified form - form T-3 (approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1) or develop and approve your own form (preferably as an appendix to the organization's accounting policy). In the column “Number of staff units” you can indicate a less than full rate, for example, 0.25 or 0.5.

Who develops the staffing schedule?

Evgenia Konyukhova, teacher at Kontur.School:

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

Step 4 Determine the required number of local regulations

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

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

Step 5 Check how the manager is hired

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

The manager has a dual legal status:

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

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

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

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

Step 6 Prepare a draft employment contract

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

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

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

• surname, name, patronymic of the employee and name of the employer (surname, name, patronymic of the employer-individual) who entered into an employment contract;
• information about identification documents of the employee and the individual employer;
• taxpayer identification number (for employers, with the exception of individual employers who are not individual entrepreneurs);
• information about the employer’s representative who signed the employment contract and the basis on which he is vested with the appropriate powers;
• place and date of conclusion of the employment contract.

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

Example:"Limited Liability Company "Interest"", (TIN 1234567890) hereinafter referred to as "Employer", represented by Deputy General Director P.S. Mikhailov, acting on the basis of the Employment Agreement dated 02.17.2009 No. 18-td-2009 and Order dated 08/05/2011 No. 12, on the one hand, and citizen of the Russian Federation Nikolay Sergeevich Veselov (passport series 0477, No. 123456 issued by the Federal Migration Service for the Southern Administrative District of Moscow on 08/20/1997), hereinafter referred to as “Employee”, on the other hand, in accordance with the labor legislation in force on the territory of the Russian Federation, we have concluded this employment agreement as follows:..."

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

• the term of the employment contract and the circumstances (reasons) that served as the basis for concluding a fixed-term employment contract in accordance with the Labor Code or other federal law (indicate only when concluding a fixed-term employment contract);
• guarantees and compensation for work under harmful and (or) dangerous working conditions, indicating the characteristics of working conditions at the workplace (indicate only if you are hiring an employee to work under harmful or dangerous working conditions);
• regime of working hours and rest time (include in the employment contract only if the regime differs from the general rules in force at the employer);
• conditions that determine the nature of the work (travelling, mobile, en route).

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

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

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

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

There is a separate detailed lesson on financial responsibility at Kontur.School. In the lesson program:

• Financial liability of the employee: grounds, terms and procedure for involvement.
• Cases of full financial responsibility of the employee.
• Agreement on full individual or collective financial responsibility.
• The employer's financial liability for delays in wages, vacation pay, and other amounts due to the employee.

Step 7 Prepare documents for maintaining work records of new employees

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

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

At this stage, also check that the organization has purchased and recorded in the receipt and expenditure book for the accounting of work book forms and the inserts therein. The employer is obliged to constantly have in stock the required number of work book forms and inserts in it (clause 44 of the Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, hereinafter referred to as Resolution No. 225).

Keep work book forms and inserts in the accounting department as strict reporting forms. The accounting department also maintains the receipts and expenses book (see paragraph 41 of Resolution No. 225). At this stage, also prepare a book for recording the movement of work books and inserts in them. It is managed by the HR department.

The receipt and expenditure book for recording the forms of the work book and the inserts in it and the book for recording the movement of work books and inserts in them must be numbered, laced, certified by the signature of the head of the organization, and also sealed with a wax seal or sealed.

Step 8 Prepare documents for HR work

The preparation of personnel procedures begins with the registration of employees for work.

What mandatory documents should a personnel officer have on hand at the stage of applying for a job?

Typical kit (excluding features):

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

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

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

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

How to formalize changes to an employment contract?

Prepare documents:

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

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

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

List of documents for registration of vacations:

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

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

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

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

How to formalize the dismissal of employees

In this case, you need supporting documents, the type of which depends on the reason for dismissal. For example, to dismiss an employee on his own initiative, his written application is required, to dismiss by agreement of the parties - an agreement to terminate the employment contract, etc.

Be sure to prepare a dismissal order, which you must familiarize with the employee against signature. If the employee is absent or refuses to read the order, put the appropriate mark on the order.

Based on the order, make an entry in the work book and in the employee’s personal card. Afterwards, the employee puts his signature in the work book, personal card and in the book for recording the movement of work books when handing over the work book to the employee.

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

1. Develop a staffing schedule, determine the employer’s needs for labor functions.
2. Check how the documents for the manager are prepared.
3. Prepare a set of necessary local regulations.
4. Develop employment contract templates for different categories of workers.
5. Prepare the documents necessary for applying for a job.
6. Prepare draft documents for registration of procedures related to the movement of personnel (vacations, business trips, involvement in work on weekends, etc.).

Accounting for wages at an enterprise and many other important points is based on primary documents. If HR records are poorly maintained, this affects the work of all departments of the company.

All the nuances of maintaining it 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 maintain such records. It helps document the movement of all personnel. To do this, it is imperative to know the regulatory documents relating to labor. In addition, you need to have management skills.

This type of accounting is intended for the need:

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

You can get detailed information about this process from the following video:

How to organize it from scratch: step-by-step instructions

A HR employee always faces the difficult task of organizing this type of office work. To facilitate this process, it is important to first draw up a rough work plan and determine the sequence in which to act:

• The right decision would be to first study the regulatory documentation.
• Having studied it in detail, the immediate preparation of the document flow is carried out. All constituent documents are taken from the manager and studied in detail. All documentation must correspond to the constituent documents. It is important to ask the head of the company what additional conditions he wants to add to the work schedule. Based on his wishes, additional optional documents are drawn up.
• Creation of documentation:
  • First, the director is documented;
  • then and is compiled;
  • A form is being developed that is signed with all employees. It includes all the items that the organization needs;
  • other important papers and journals are being prepared;
  • it is necessary to decide who will be responsible for work records. Until people are officially hired, the manager will be forced to hire them. Accordingly, an order is made to accept responsibility for the safety, completion and management;
  • after this, the official reception of workers begins.
• It is important to ensure that all personnel records are stored and used.

After registration of employment, regular working days begin for the personnel officer. Each person's presence at work is monitored every day. Issued once a year.

The personnel officer is obliged to document the movement of people in the enterprise, preparing the appropriate documentation. In addition, he must prepare many other papers.

Required documents

A number of basic documentation used by HR employees:

• Various employee movement orders: , translation, and many others.
• Staffing table. Its content must coincide with the data specified in the employee contracts. If something does not match, this indicates violations of the Labor Code of the Russian Federation. And this, as a rule, leads to the imposition of fines.
• Time sheet.
• Work records. The personnel officer takes them when hiring, appropriate entries are made in them, and upon dismissal they are returned.
• Labor regulations within the organization.
• Employment 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 drafting, the presence of all signatures and dates. If changes are made to working conditions, for example, transfer of a worker or change in salary, be sure 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 have vacation schedules ready for employees. It is important to compose them in such a way that the simultaneous rest of people does not affect the work process of the department or the company as a whole.
• Log books. There are many journals needed to keep records of documents.
• Definitely underway. It includes: for work, sheets of familiarization with the employer’s orders, a copy of an identity card, a medical examination certificate, copies of diplomas and a military ID.
• Job Descriptions. They contain a detailed description of the employee's rights and responsibilities.
• Regulations on remuneration and bonuses. Regulating, on the basis of which all wages are calculated.

There are many more different documents that are also present at enterprises. But this already applies to specific documents.

Who usually does this?

This question mainly arises in small organizations. Usually this is done by a personnel officer, since maintaining this record is quite a complex task. Unfortunately, not every manager can be persuaded to introduce such a separate position into the staff. In this regard, personnel management is often carried out by the chief accountant or the manager himself part-time.

As a rule, this happens in small companies in order to save money. And it makes no sense to introduce an additional unit into the staff for two or three people. In this case, the scheme turns out like this: the manager registers the employees, and the chief accountant pays their salaries. The main law that regulates the relationship between employee and employer is the Labor Code of the Russian Federation. It is he who determines the rights and obligations of both parties.

Process automation

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

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

Nuances for individual entrepreneurs and LLCs

Documentation should always be in order. It is important to maintain and store it correctly. 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 with some territorial authorities in the status of an employer. More specifically, in the Pension Fund and the Social Insurance Fund. There are certain deadlines for this procedure:
  • 10 days when registering with the Social Insurance Fund;
  • 30 days for registration with the Pension Fund.

  The number of days is counted from the first day the first person is hired. If this is not done, the organization will face large fines.

• The manager must familiarize his employees with all regulatory documents against signature. For this purpose, special journals are created, where employees sign after they have read the documents. For example, the organization must provide a payslip in person every month. In this regard, it is wise to start a book to register 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 Offences”. They are subject to a fine:

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

In addition, the organization’s activities may be suspended up to 90 days. If the offense is repeated, the manager may be disqualified.

If an organization faces an inspection by regulatory authorities, it is important to prepare for it. To do this you need to know:

• supervisory authorities must notify authorities of the upcoming procedure at least three days in advance;
• the verification should not exceed twenty days;
• They do not have the right to conduct an on-site inspection without a supervisor.

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

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

Every aspiring entrepreneur will be interested in HR administration from scratch, step-by-step instructions for which we will consider below.

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

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

Let's figure out in order how work in this area is organized and where to start for a new personnel officer.

Who is entrusted with the work with personnel?

The issue of personnel records management in 2017 is relevant for all enterprises that have employees.

The powers are assigned to the employee by issuing an order.

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

1. Personnel records management is undertaken by the manager. To do this, he issues an appropriate order, which secures these obligations.
2. As employees are hired by the enterprise, the work with personnel can be entrusted to one of them. An order confirming the authority is also issued. Responsibilities are also specified in the job description.

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

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

Although a unified procedure has not been established, a general plan is provided to systematize personnel records and organize its maintenance.

When accounting for personnel, you should also focus on the norms of labor legislation.

Many instructions on office work are published. There are also documents accepted by local authorities.

Let's get started - action plan

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

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

So, let's go - let's list the main stages of personnel records management from scratch:

1. Preparation of an information base - specialized reference books, software, regulations.
2. Familiarization with the constituent documents of the enterprise.
3. Drawing up a list of papers that will be at the disposal of the personnel employee.
4. Manager's design.
5. Preparation of local standards, including staffing schedules and labor regulations.
6. Preparation of a corporate sample employment contract.
7. Development of other accounting documents, including order forms, accounting books, and so on.
8. Registration of an employee who will be responsible for maintaining work records.
9. Assigning workers to their places.

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

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

Let's look at each of these points in more detail.

Formation of the regulatory framework

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

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

To collect information, you can use specialized reference books.

The HR employee is expected to not only master all current regulations, but also to be aware of all changes made to labor legislation.

This will require regular reference to regulations.

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

Another point is the search and implementation of suitable software.

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

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

Stage two - study the Charter

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

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

• the procedure for appointing a director (including the term of service with him, the amount of salary);
• procedure for appointing employees to management positions;
• formation of staffing.

The activities of a personnel employee should not contradict the requirements in the constituent documents.

He needs to monitor changes that are made to the Charter.

What documents should the personnel officer have on hand?

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

Let's look at a few names.

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

These forms are mandatory for registration in the personnel department.

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

Important: not required by law, but job descriptions and collective agreements may be helpful.

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

Development of a standard employment contract

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

In fact, the document is signed by all employees.

HR records management from scratch includes the preparation of a corporate template.

The form includes the following items:

• full employer organization, legal and actual addresses;
• details of the employer's representative - full name;
• employee details – full name;
• the position he will hold;
• contract time;
• type of activity - main job or part-time job;
• job responsibilities (either a list or a link to step-by-step job instructions);
• size (it is advisable to set out all the details in detail directly in the contract);
• opening hours;
• the results of the environmental assessment system for a given location;
• employer and employee data;
• signatures.

The employer may add additional clauses to the document.

Registration of the first position

Who should be hired first? It is not difficult to guess that personnel records management from scratch involves first appointing a director.

How to complete this task?

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

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

Important: Regardless of who appoints the director, two operations remain mandatory - signing an employment contract and issuing an order for hiring the director.

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

The appointment of the director will be the first and should include the date on which he will begin to perform his duties.

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

HR records management from scratch: step-by-step guide 2019

HR WORK FROM ZERO:

a brief approximate step-by-step guide to setting up HR records in a newly opened company

(if you want to put things in order in an already running campaign, then another step-by-step guide will be more suitable for you - restoration of personnel records >>)

If you have been assigned to deliver to a newly opened company HR administration from scratch, and you have little experience in this area (maybe you are the founder, manager and so far the only employee of a new company, a novice HR officer, or even an accountant or office manager who has been assigned HR, or a novice entrepreneur), then our guide will certainly help you. It is compiled simply and accessible, especially for beginners in the personnel business.

And certainly Rich reserves of our site will help you :

• free reference database on personnel records management: 25 main step-by-step procedures (hiring, vacation, dismissal, etc.), 200 samples of personnel documents, block “Work books” (samples of filling out and consultations), 5 manuals on personnel records, consultations, articles on personnel) and much more;
• a large reference base available to subscribers of the magazine "Practice Personnel" (the price is affordable for everyone >>): 140 step-by-step instructions on personnel work, more than 1000 samples of personnel documents, bins of consultations and articles, a course on the basics of personnel records management, a bookshelf, etc.;
• our best books on HR administration.

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

1. Let’s stock up on the necessary laws, special literature and programs. You will need all this in your work.

• Necessary Violation of labor laws may result in big fine. Therefore, knowledge and compliance with labor laws must be approached responsibly.
• From specialized literature, we are pleased to offer you manuals (you can download them for free) and our best books on HR administration. The site's repositories of reference databases will also be useful.
• Decide with management the issue of purchasing a program in which to keep personnel records. There are many such programs, and many are specialized and very, very convenient. Some bypass the functionality of 1C in some ways. But most companies traditionally keep personnel records in 1C. The fact is that there are plenty of 1C support specialists in any city, but you won’t find specialists in support of other programs everywhere.

2. We take copies of the organization’s constituent documents from the management and study them carefully.

Personnel documents will have to comply with the constituent documents of the company, and not contradict them in any way. Read in the Charter the procedure for hiring a director (you will be hiring him) and the procedure for setting his salary, the period for which an employment contract can be concluded with him - some features may be prescribed in the Charter. Sometimes the Charter prescribes the procedure for hiring key management employees and establishing remuneration systems for them (for example, with the preliminary approval of the general meeting of founders), and even the procedure for approving the staffing table.

3. We determine the list of documents that should be in the personnel work area, and which we will draw up.

It is clear that you will draw up documents required by law in any case. Check with management which of the optional documents you will draw up for the company. You can also clarify in advance with the director what special conditions he wants to see in the internal labor regulations, other local regulations, and in employment contract forms.

If your company is a micro-enterprise, then, according to 309.2 of the Labor Code of the Russian Federation, you may not need to draw up some documents:

"The employer is a small business entity that is classified as a micro-enterprise, has the right to refuse, in whole or in part, the adoption of local regulations , containing labor law norms (internal labor regulations, regulations on remuneration, regulations on bonuses, shift schedules, and others). At the same time, in order to regulate labor relations and other directly related relations, the employer - a small business entity, which is classified as a micro-enterprise, must include in employment contracts with employees conditions regulating issues that, in accordance with labor legislation and other regulatory legal acts containing norms labor law must be regulated by local regulations..."

4. We register the director

Check whether the director (CEO) is properly registered. If not, then first of all we register a director. He is the first employee! The documents must show from what date the director has been working. A step-by-step procedure for applying for a director’s job is available in a large reference database and in the “HR Package”, the necessary sample documents, and thematic consultations are also there.

5. We draw up a staffing table, internal labor regulations, and other local regulations (see table from paragraph 3).

Surely the company does not yet have a staffing table, internal labor regulations or other local regulations. Let's make them up. We coordinate all these documents with the director. We take into account the director’s comments and wishes and check whether they contradict the law. Ready-made versions of these documents are agreed upon in accordance with the procedure established by law (if necessary, taking into account the opinion of the representative body of employees), then the head of the company approves them. We have many examples of such documents freely available on our website. There are many more such samples and thematic comments on them, step-by-step procedures for their approval in a large reference database and in the “HR Package”. On our website you can freely read a new useful article " Staffing: form and content". We recommend that subscribers of the HR Practitioner magazine read the article: " We draw up internal labor regulations: legal, thoughtful and beneficial to the employer." and view templates of local regulations.

6. We are developing a standard form of an employment contract that will be concluded with employees.

For subscribers of the HR Practitioner magazine, we recommend the following manual: "We hire an employee: personnel issues". From it you will learn, among other things, what conditions are beneficial to the employer to include in the employment contract, and what conditions, on the contrary, are undesirable and dangerous.

7. We are preparing other documents that we will need to conduct personnel work in the future:

We prepare accounting books, registration logs, time sheets, order forms, liability agreements, etc.

8. We decide with management the issue of who will keep work records .

If employees have not yet been hired, then the head of the organization (director) will first have to maintain work records. An order is issued about this. On our website there is a sample order for the head of the organization to assume responsibility for maintaining, storing, recording and issuing work books. Such an order is mandatory; it is a requirement of the Decree of the Government of the Russian Federation. If it is not, the employer may face a fine. Subsequently, the director may transfer these powers to the accepted personnel employee, also by order. On our website there is an order form for appointing those responsible for maintaining, storing, recording and issuing work books >>

9. We register employees for work.

Then the employees will begin to work and for the personnel employee the phase of everyday work will begin, it will be necessary to keep a time sheet, draw up a vacation schedule, arrange vacations, apply incentives and penalties, business trips, part-time jobs, dismissals and much more... Our resources will help you with all this site.

The task of any personnel officer is to establish the maintenance of personnel records at the enterprise. In this case, the provisions of regulations and labor legislation should be taken into account.

From the article you will learn:

Personnel accounting is a record of the movement of an organization’s personnel associated with documenting the reception, transfer and employee layoffs, labor relations with employees and labor organization. Personnel records are maintained on the basis of primary personnel documentation and internal labor regulations.

Download documents on the topic:

How to record it in personnel records if the employee did not sign the dismissal order

Workers sometimes sabotage dismissal to reduce staff and refuse to sign an order to terminate the employment contract. In this case, the HR inspector must read the order to the employee and make a note on the document: “I refused to sign the order. The order was read aloud to the employee,” indicate the date and affix the signature (with transcript) of the responsible person - an employee of the personnel service (part two of Article 84.1 of the Labor Code of the Russian Federation).

The Labor Code does not require drawing up an act in this situation, but we recommend doing so to protect yourself. The personnel officer certifies the inscription on the order only with his signature. Therefore, the employee can claim that nothing about order didn’t know and he was fired illegally. The act is drawn up in the presence of witnesses who certify its contents collectively. Such a document will be more reliable evidence in court.

Read about the topic in the e-zine

What to do if an employee refuses to sign in the labor record book

To properly maintain personnel records, draw up a report stating that the employee received a work book, but refused to sign in the accounting book. Indicate the details of this document in column 13 of the book. When checking the GIT, the act will confirm that the employer has taken the necessary measures to obtain the employee’s signature in the accounting book.

The form of the book for recording the movement of work books and inserts in them is approved by Appendix No. 3 to Resolution of the Ministry of Labor of Russia of October 10, 2003 No. 69. It is mandatory for employers. Employees must sign it upon dismissal that they have received a work book. If there are no signatures in column 13, the GIT inspector may consider that the personnel service is working with work books with violations, and impose a fine (Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

The act of refusal to sign in the accounting book is drawn up in any form. The dismissed employee is asked to read it and sign it. If he refuses, the act is read aloud and a note is made: “From familiarization with the act signed by Ivanov I.I. refused. The act was read aloud to Ivanov.” If the employee has already resigned, indicate in the document that it is impossible to familiarize the employee with him. Then certify the document with the signatures of the originator and witnesses - preferably at least three employees.

How to issue an order for the right to sign primary documents?

To facilitate the accounting of personnel orders, organizations often provide the deputy chief accountant the right to sign financial documents. How to draw up an order for the right to sign “primary”? Is there a standard form?

Issue an order to transfer the right to sign primary documents in any form (sample below). There is no standard form.

Usually an order consists of a stating and an administrative part. The first briefly explains why the document was issued. For example, “in order to optimize document flow”, “for the purpose of timely acceptance of goods”, but such explanations are not mandatory.

The administrative part of the order indicates:

1. FULL NAME. and the position of the person who is given the right to sign;
2. a list of documents that this person can sign;
3. the period for which the right to sign is granted (if necessary).

The order must contain a sample signature of the employee who is given the right to sign documents. Delegate This right can be applied both to a group of acts as a whole (for example, to all primary documentation) and to one type of document (only to invoices, delivery notes, etc.).

The order is signed by the head of the organization. Then they are introduced to it under the signature of all interested employees (Part 1, Article 7, Article 9 of Law No. 402-FZ of December 6, 2011, information of the Ministry of Finance of Russia No. PZ-10/2012).

How to make an extract from an order?

An extract from the personnel order, at the employee’s request, should be drawn up on the organization’s letterhead or a regular sheet. Please indicate which document you are extracting from. Reflect the date and registration number of the order.

Add the title to the text of the order and the stating part, if any, to the extract. Then copy the required fragment of the order and the “Signature” detail, that is, the name of the position of the person who signed the order and the transcript of his signature (initials and surname). The personal signatures of the employee and the manager who signed the document do not need to be reproduced in the extract of the order.

For the extract to have legal force, make a certification inscription. It includes the word “True”, the position of the person who certified the copy, his personal signature with a transcript (initials, surname). Make a note that the original document is located in this organization. Insert the date of certification and the stamp of the organization or human resources department.

How to properly maintain personnel records if there is one HR department for several branches

The provision on remote office work using scans and mail will help organize personnel records in branches without a personnel officer. The regulations need to specify the procedure for interaction between the head HR department and managers in other cities. You don’t have to invent anything, the main thing is to use document scans and mail correctly.

To fix the work algorithm of the HR department and local managers, develop a regulation on remote personnel administration. In the act, describe the actions of everyone who will participate in this process.

Make a note about what documents for personnel records you need to receive from the employee. Specify who will receive from the employee the required documents and consent to the processing of personal data. You can make notes in advance about what documents are needed for each position (see sample below).

To make sure that the applicant has submitted everything and there are no questions, ask the manager to scan the documents and email them to the HR department. Once you check the candidate's documents and confirm that the employee can be registered, the manager can sign the documents.

Send employment contract templates to branch managers. Standard forms of the organization’s main personnel documents will simplify the task for local personnel accounting specialists. If there are special working conditions, the manager will agree on them with you by email, for example, non-standard work hours.

Make the company’s local regulations in several copies according to the number of branches, so that managers introduce them to new employees. This can be confirmed by signatures in the boxes at the end of the employment contract.

After the parties have signed a template employment contract, the manager makes a scanned copy of the document and sends it to the HR department. At this moment, the company receives confirmation that an employment relationship has arisen, and on the same or the next day it sends an acceptance order and, if necessary, other documents to the manager by email. If the company does not have managers fill out templates, then you prepare a new employment contract and all related documents and send them by email within one or two days.

Eliminate cases when, when applying for a job, the manager or applicant put the wrong date on the documents, skipped sheets or filled out columns incorrectly. To do this, state that managers must scan documents with the employee’s signature and show them by email to the HR officer. The verification may take a day or two, depending on the amount of work in staff and the number of documents. This will reduce the number of errors and eliminate the need to correct documents after they have already been signed.

The manager sends the contract to personnel, and the employee sends the work book. In the provision, write down the details of sending documents. The manager must send the original documents signed by the employee to the HR department. Do the same with the work book of the new employee. But you can oblige the employee to send the work book to HR himself.

Instruct the manager to send all documents signed by the employee to the HR department. When you check the scanned copies of the documents that the employee signed, within one or two days the manager should send you the originals by Russian Post or other commercial service. If the manager has already signed the documents, then all you have to do is distribute them into folders. The employee will receive an employment contract from his immediate supervisor.

Enter the email addresses of HR department employees and the addresses where to send documents in a separate file. Place this information on the corporate website, server and send it to branches. Also consider who to send documents to if the personnel officer is on vacation or sick.

Determine who will forward the employee’s work record to the HR department. An employee can transfer a work book in two ways: send it by mail to the HR department themselves or give it to the manager, who will then forward it to the HR officer.

It is rational to hand over the work book to the manager if he often goes on business trips to the office where the HR department is located. But the manager who takes the work book is not responsible for its safety. After all, by order, a personnel officer was appointed responsible for maintaining and storing work records. Therefore, if a manager loses his work book, involve him in disciplinary liability the company won't be able to.

To keep records of work books accepted at branches, keep logs of receipt and dispatch of work books in each of them. This is an optional document, but you can use it to check when the manager accepted the work book and how he handed it over to the HR department.