Personnel accounting where to start. Nuances for individual entrepreneurs

The HR department is one of the most important links in any modern organization. Only thanks to the specialists of this service is it possible to effectively manage the activities of an enterprise.

HR administration from scratch, step-by-step instructions

But in order to properly organize its functioning it is necessary:

• clearly define the job responsibilities of employees responsible for the development and preparation of the necessary documents; know the rules for the formation of executive bodies and appointment
• managers;
• correctly recruit new employees, transfer and dismiss them;
• work on the basis of current laws in the field personnel records management;
• create the necessary acts and regulations at the enterprise level.

In order to quickly and competently organize the effective activities of the HR department, it is recommended to develop and use a special algorithm for performing the necessary actions.

Who is responsible for office work at the enterprise?

Before you create a plan for organizing effective document flow, you need to decide who will perform the role of HR specialist. Even in a small enterprise, for intra-organizational document flow, the position of secretary or clerk is usually included in the staffing table.

There are two main reasons for this:

• large volumes of documentary work that the responsible person handles daily;
• the need for a narrow specialization in working with documents, it is desirable that the appointed employee has an education in the specialty of a secretary-assistant, HR manager or clerical worker.

Of course, in practice it is acceptable to assign additional responsibilities to someone who also works with documents, such as a lawyer or accountant. However, this can seriously reduce the efficiency of the employee’s main activities, since paperwork requires a lot of attention.

The responsible person may be overloaded and fatal errors may occur in his work. Therefore, most often preference is given to introducing a separate position.

Steps and walkthroughs

The organization of any personnel records management system will consist of the following stages:

Mandatory documents

To establish stable operation of the office work service, you will need to create the following documents:

• Staffing schedule. Contains information about positions existing in the organization. To draw up a document, it is necessary to refer to the current legislation, since its form is completely unified for all enterprises in the Russian Federation;
• Time is a valuable resource. In order not to waste it on manually drawing up a new contract or job description each time, you should prepare templates for each position from the staffing table;
• Creating a list of cases or making changes. The nomenclature of files is usually called a list of all types of documents created in an organization and an indication of their place and storage period. Usually it contains many sections, one of which should be devoted to personnel records management;
• Internal rules labor regulations, according to which the daily work routine, rest time and much more will be organized.

Manager's registration

If the organization has not yet appointed a manager, then this will be done first. He will be the one:

• form administrative staff;
• register constituent documents;
• sign organizational, administrative and other documents.

The formation of a director occurs in accordance with the decision that the founder makes collectively or individually. They issue an order in relation to the person appointed as the first person of the enterprise.

Regulatory acts

For proper organization the work of the personnel records management service will require the use of the basic regulations of the current legislation:

Accounting documents

There are several main types of accounting documents, the maintenance of which ensures proper document flow:

• Accounting sheet (or book) of enterprise personnel. It is entered into brief information on the number of employees;
• Registration journal of employment contracts. Allows you to track the conclusion of all contracts with employees. Maintaining this journal ensures reliable storage of documents. Nothing will be lost without a trace; it can be used to track the presence or absence of labor agreements;
• A registration log necessary for prompt tracking of personnel changes;
• Logs of incoming and outgoing shipments. In them you can see the history of various business correspondence and clarify the sending or receipt of various letters;
• A book of personal cards, which contains information about forms with personal data of employees. It is needed when there is a need to study the personal data of an employee.

Work books and their storage

Working with work books has two main features that must be taken into account.
An employee who is hired must provide his book to the employer. It will be kept by him until termination employment contract.

If the work at the enterprise is part-time, then the book is not transferred for storage, but certified copies of it from the main place of work are provided.

In this document, the secretary makes a note that the employee has been hired by the organization, indicating its organizational form and name. This record is then certified by the head of the enterprise.

Registration of employees

In order to correctly register an employee, it is enough to follow a simple algorithm:

• Take an application from the employee in which he will indicate information about what position he is applying for, what salary he is interested in, and what date he will start working.
• Receive from the employee the necessary copies of documents, such as passport, SNILS, TIN, bank details for transfer wages.
• Conclude an employment contract and issue a job description against personal signature. These documents establish a legal connection between the employee and the employer.
• Create a personal file, which will include an application and copies of documents. Fill out the card in form T2, in which write down all the necessary information.
• Issue an order according to which the employee is hired.

Conclusion

Thus, in order to create a personnel records service, it is enough to use the above instructions for organizing its work. The main thing when creating such a service is to rely on the provisions of the current legislation and take into account the needs of the enterprise, depending on its organizational characteristics.

In contact with

Work with personnel is the destiny of any employer who has hired personnel to perform the necessary labor functions. According to current legislation, management must maintain strict records of personnel, which involves the preparation and maintenance of various documentation.

Companies, enterprises and organizations that have been present on the market for a long time have well-established office work. But new legal entities that have recently registered have to deal with personnel papers from scratch, which always causes certain difficulties.

Obviously, documentation should be handled qualified specialist.

Usually this is a person who has received a position as a part-time worker - chief accountant or secretary to the manager. But in large enterprises, issues in this area are resolved by an entire personnel department, since it is necessary to process large volumes of documentation and then monitor its correct maintenance.

The number of required specialists is determined by management, taking into account not only the number of personnel, but also the specifics of the production or commercial activities of a given legal entity.

For example, in enterprises with labor activities, there is noticeably more paperwork for HR officers than in a regular office with comfortable conditions labor.

When organizing office work, it should be taken into account that this is a step-by-step process that does not tolerate errors at each stage.

Steps and walkthroughs

The work of the personnel department and the activities of a legal entity as a whole are determined by legislative and regulatory framework. Therefore, management needs to decide which documents will be required at the first stage.

There is a list of mandatory ones present in any organization and enterprise, as well as specific documentation necessary for the operation of individual enterprises, companies and organizations.

Such documents are called regulatory documents and are stored in the personnel department in a specially designated folder or safe deposit box.

Mandatory documents

There is a list of mandatory documents that are required by the employer already in the first stages of the activities of a legal entity. This:

• Different kinds or basic administrative documents. Through orders, the hiring or dismissal of workers is formalized, and their movement is carried out within the same enterprise or organization. These documents are relevant to employees and for this reason are kept for 75 years.
• Also, orders related to personnel include registration of vacation periods, maternity leave, periods for child care, business trips, assignment of bonuses and other incentives, issuance, and so on. These orders are stored in archives for a little less time - on average three to five years.
• It is recommended to have two folders. One of them will contain orders for hiring and dismissal, as well as transfers of employees. And in the second, all other orders related to the working personnel.
• Next view important documents are personal cards of employees, issued on T-2 form. This type documents includes all the basic information for each employee. You can store cards in a separate folder or together with personal files (as an investment in personal files).
• Another mandatory document is this, which is created by the employer for each employee, and then executed and maintained in accordance with the requirements of the Government of the Russian Federation, reflected in a special resolution numbered 225.
• Books are issued within three days from the moment a new employee is hired to fill a vacant position. This document is not handed over to the employee until last day work upon dismissal. Since the books are documents that are subject to strict accounting, a separate accounting book is created for them (). Such a journal records the movement of labor and inserts to them. The shelf life of books and logbooks is 75 years.
• Another important document is concluded between the employee and the employer, and indicates the start of work. Depending on the type of document (or), its storage period varies. A fixed-term document is stored for at least five years, and an indefinite document remains in the archive for 75 years.

Also, for a young legal entity, it is necessary to assess workplaces for working conditions and their compliance with basic standards.

Documents related to this area are usually updated once every five years.

But the list of basic documents is not limited to this list! Additionally you will need:

• Draw up a staffing table taking into account standards for all categories of employees (for example, part-time workers, pregnant employees, disabled people).
• Approve a document reflecting the procedure for remuneration. This, for example, includes a fixed amount for part-time workers.
• Create a journal to record employees sent on business trips, and a separate one.
• Develop and adopt internal regulations. For example, install disciplinary punishment for absenteeism and tardiness.

Optional, but still necessary documents include: collective agreements, grounds for issuing orders (separate book), various instructions for staff and individual positions.

It is important to take into account all the nuances of commercial and production activities! For example, in hazardous production, it is necessary to reflect in local documents the procedure and standards for issuing products, as well as the payment of additional ones. And if special clothing is required, the timing of its issuance to employees is fixed in a separate order or other administrative document.

If the functioning of accounting or other departments requires software, a list of required programs is determined.

When the entire list of documents has been established, it is necessary to display the order of their maintenance in a special Regulation on record keeping. This is also an optional document, however, its presence will greatly facilitate the task for personnel department employees - they will know what exactly and when management requires of them.

Manager's registration

A new legal entity requires an official director. Typically, the employer hires a CEO. This employee is entrusted with hiring workers for vacant positions and concluding contracts with people.

If the director is also the only founder, a separate agreement is still concluded with him (the founder hires himself). The same rule applies to entrepreneurs - they sign an agreement both on their own behalf and on behalf of the hired manager.

After the conclusion of the contract, it is mandatory to publish - this mandatory procedure for hiring a director.

Regulatory acts

After hiring a director, the number of positions (jobs) is determined. necessary for the normal functioning of an enterprise, company or organization. Based on the obtained figures and taking into account the production cycle, as well as other features of the legal entity’s activities, a staffing table is developed.

To prepare this document, it is customary to use a unified form, although this is not a mandatory requirement and, at the request of the employer, additional columns can be added to the document.

All positions are listed in the document, starting with the main one (director) and ending with staff units related to support staff. For each required position, a required amount staff units, their salaries and allowances.

A work schedule is then created that includes all personnel.

If it is intended to be divided into shifts, the schedule for each of them is written out in detail and in full.

This document also briefly indicates the basic requirements for the appearance of employees, their behavior, compliance with routines, and so on.

On next stage a contract is being developed that is concluded upon hiring a new employee for a vacant position. The document must take into account all the basic requirements of labor legislation, as well as the provisions of local documents. Typically, the development of this document is carried out by the employer’s lawyers or hired specialists.

The document includes the following main points (additional ones can be added if they do not contradict the Labor Code):

1. The name of the legal entity, its address, telephone number, last name, first name and patronymic of the authorized representative, and his position (usually director).
2. Passport details of the hired employee. There is a separate paragraph for them in the header of the document.
3. The position of the employee, the type of his contract (fixed-term or open-ended), indication of the type of workplace (main or additional).
4. A detailed list of basic job functions and responsibilities. You don't have to give full list! It is enough to refer to the instructions approved for a specific position.
5. Information on remuneration for work, the calculation of additional compensation and benefits, the procedure for providing vacation periods.
6. Information on work schedules, additional payments for overtime work.
7. List of grounds for termination of the document and other Additional information.
8. Signatures of both parties, their details, wet seal of the legal entity.

Accounting documents

To record documentation, special books (magazines) and folders are created. Each of the magazines is bound with mandatory page numbering. To firmware from reverse side a square of white paper is pasted into the journal, on which the authorized person puts his signature and the date of inspection (manager or other official).

The cover of the journal (book) indicates the full name of the legal entity and the start date of maintaining this accounting document.

Labor books

A responsible employee is appointed by a separate order who will fill out and store the books of all employees.

Since these are strict reporting documents, their movement is controlled through a separate accounting journal. And storage is carried out in a separate safe with the obligatory locking of this storage with a padlock.

The person assigned to maintain it monitors the timely and correct filling out of the books, and, if necessary, makes the necessary corrections to the documents, certifying them with his own signature. The same employee controls (the dismissed employee must sign in the accounting journal, confirming receipt of the work permit).

Registration of employees

The full functioning of a legal entity begins with. Hiring workers for vacant positions is accompanied by documentation and this is not only the issuance of an order or the signing of an agreement.

HR department employees are required to accept and prepare a number of documents:

• Receive an application from an applicant for a consolidated job position and assign it to the document registration number(reflect it in a special accounting journal).
• Familiarize the newcomer with all instructions and local documents. For example, such documents include a collective agreement, and in some cases a document on full financial responsibility imposed on the entire team.
• Draw up an agreement and hand it over to the manager for signing, and then to the employee.
• At the same time, a note is made on the main copy that the second copy of this document was issued to the employee.
• Complete the order, register it in the ledger and submit it to the manager for signing.
• Based on the signed order, issue a personal card and employee file.
• A personal file is formed from several documents (application, copies of the employee’s personal documents, documents on education received and existing qualifications, agreement, order).
• Hand over Required documents to the accounting department for timely payment of wages to the employee.

At this stage documenting each individual employee can be considered completed, and the enterprise, company or organization ready for its main activities.

Livena S.V. / "HR Package" kadrovik-praktik.ru
You have been tasked with setting up HR from scratch. And you have little experience in this area. Maybe you are a novice HR specialist, or even an accountant or office manager who has been assigned HR, or an aspiring entrepreneur. Then our guide will certainly help you. It is compiled simply and accessible, especially for beginners in the personnel business.

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

1. Let’s stock up on the necessary laws, special literature and programs. You will need all this in your work.
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. 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 carefully study them. All documents at the personnel site must comply constituent documents companies, and do not contradict them in any way. Read in the Charter the procedure for hiring a director (you will formalize it) and 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 prior approval general meeting founders), and even the procedure for approving the staffing table.
________________________________________

3. We determine the list of documents that must be on the site personnel work, and which we will compile. A list of such documents is here - http://www.kadrovik-praktik.ru/MatKad...my/TS1.php
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 prepare 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.

Required documents:

Constituent documents
- Employment contracts
- Staffing (form T-3)*
- Timesheet (form T-13)* or Timesheet and payroll (form T-12)*
- Internal labor regulations
- Document on the protection of personal data of employees (regulations)
- Vacation schedule (form T-7)*
- Personal cards (form T-2)*
- Orders. For example, on the admission of an employee (form T-1)*, on the admission of employees (form T-1a)*, on the provision of leave (form T-6)*, on the provision of vacations (form T-6a), on the promotion of an employee (form T-11)*, on incentives for employees (form T-11a)*, on business trips of employees (form T-9)*, on business trips of employees (form T-9a)*, on transfer of employees (form T-5)*, on the transfer of employees (Form T-5a)*, on the termination of an employment contract with an employee (Form T-8)*, on the termination of employment contracts with employees (Form T-8a), on the application of a disciplinary sanction, on the removal of a disciplinary sanction, on combination , about replacement, about removal, about termination of suspension, about transferring vacation, about recall from vacation, about staff reduction, etc.
- Grounds for orders (memos, statements, acts, employment contracts, explanatory notes)
- Journals (books) of registration of travel certificates, very preferably - orders, employment contracts.
- Movement accounting book work records and inserts for them. Receipt and expense book for recording forms of work books and inserts for them
- Work records
- All statements, notes, calculations and other documents relating to the calculation and payment of wages, vacation pay, compensation for unused vacations, “settlements” for dismissals, approved form of pay slip.

Documents that become mandatory under certain circumstances:
- A collective agreement is mandatory if at least one of the parties (employees or employer) took the initiative to conclude it.
- The provision on remuneration and bonuses is mandatory if some of the terms of remuneration and bonuses that apply to the employer are not regulated in any other document, for example, neither in an employment contract, nor in staffing table.
- Job descriptions are mandatory if all job responsibilities of employees are not regulated in employment contracts.
- Regulations on certification and documents accompanying certification are mandatory if the employer carries out certification of employees.
- A shift schedule is required if there is shift work.
- The provision on trade secrets is mandatory if the employment contract states that the employee is obliged to maintain a trade secret.
- Lists of minor workers, disabled workers, pregnant workers, women with children under three years of age, single mothers; persons caring for disabled children and people with disabilities since childhood, workers engaged in work with hazardous and (or) hazardous conditions labor - if there are minor workers, disabled workers, pregnant workers, women with children under three years of age, single mothers, persons caring for disabled children and people with disabilities since childhood, workers engaged in work with hazardous and (or) dangerous working conditions
________________________________________

4. We register the director
Check if the director is registered ( CEO) properly. 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. The step-by-step procedure for applying for a director’s job is in the Personnel Package; the necessary sample documents are also there. Also in the Package you will find a seminar “Design labor relations with a hired director” and a lot of consultations on the topic in the corresponding consultation section.
________________________________________

5. We draw up a staffing table, Internal labor regulations, other local regulations (see table from paragraph 3).
Surely the company does not yet have a staffing table, internal labor regulations and 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. The director approves ready-made versions of the above documents.
Please note that the staffing table has a unified form and is not arbitrary. You can download this staffing form here -. If difficulties arise with the staffing table, then in the “Personnel Package”, look at samples of filling out the staffing table, a step-by-step procedure for developing and approving the staffing table, a thematic seminar and the corresponding section of consultations on the staffing table. Also in the Package you can find samples of various local regulations, step-by-step procedures for their adoption, consultations, advice on drafting, etc.
________________________________________

6. We are developing a standard form of an employment contract that will be concluded with employees. We include in it all the conditions that are beneficial and necessary for the company. The Personnel Package contains good employment contract templates and the book “We Hire: Registration of Labor Relations in favor of the Employer.” Parts 2 and 3 of this book tell you in a useful and accessible way how to draw up a legal, but at the same time profitable employment contract.
________________________________________

7. We prepare other documents that we will need to conduct personnel work in the future: accounting books, registration logs, time sheets, order forms, liability agreements, etc. In the “HR Package” in the “Document Samples” section you can take the forms of these documents, print them if necessary, and familiarize yourself with samples of filling them out , consultations on design and books, seminars on the topic. If you do not have the Package, then some documents can be downloaded here - http://www.kadrovik-praktik.ru/MatKadr/ObrDok/
________________________________________

8. We decide with management the issue of who will keep work records. Since the employees have not yet been hired, the director will first have to maintain work records. We issue an order for the director to assume responsibility for maintaining, storing, recording and issuing work books. The form and sample order can be obtained from the “Personnel Package” in the “Document Samples” section. Subsequently, the director may transfer these powers to the accepted personnel employee, also by order.
________________________________________

9. We register employees for work. At this stage, you will draw up a lot of documents: employment contracts, employment orders, personal cards, work books, a book for recording the movement of work books, etc.
________________________________________

Then the employees will begin to work and for the personnel employee the phase of everyday work will begin, it will be necessary to maintain a timesheet, draw up a vacation schedule, arrange vacations, apply incentive and penalty measures, business trips, combinations, dismissals and much more...

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Personnel accountingand office work from scratch - step by step instructions 2018 are now available to our readers. The organization of personnel document flow at the enterprise since March 2014 is regulated by the new GOST, which all personnel officers must follow.

Personnel records: who is responsible for maintaining personnel records?

Personnel records management is carried out at every enterprise where hired labor is used. Where to start personnel records at an enterprise that has just registered? In a newly created enterprise, the management of personnel records from scratch usually falls on the shoulders of the manager. In order to secure such functions, the director, approved by the participants (shareholders) of the company, issues an order appointing himself responsible for maintaining personnel records.

Subsequently, when hiring a specialist who will be entrusted with personnel records in the organization, including work with personnel, he can be charged with the corresponding amount of work. This is done by issuing an order by which responsibility for maintaining this area work is assigned to a specific employee. Also, these responsibilities are specified in the job description, which the employee reads upon signature.

Personnel records management in 2018, as before, must be carried out in compliance with the Labor Code, records management instructions and other legislative and local documents. Responsibility for personnel records in case of violation of the law and/or internal orders management imposes disciplinary sanctions on the guilty person.

Instructions for personnel records management 2018 - download or develop yourself?

The instructions for personnel records management have not been normatively approved, therefore, for maintaining personnel records and document flow, it is recommended to follow GOST R 7.0.8-2013, approved by Order of Rosstandart dated October 17, 2013 No. 1185-st and put into effect on March 1, 2014.

There is no single template for instructions on personnel records and office work, but there are personnel records from scratch step by step with recommended stages for organizing personnel document flow and accounting in an enterprise. Thanks to this step-by-step plan, it is easy to identify the sequence of actions and navigate the amount of work.

We recommend that you read the step-by-step instructions below that will help you organize HR records from scratch. In the future, based on the material studied, you can develop your own action plan and follow it.

What does a step-by-step instruction on HR administration look like?

So, let’s move on to consider step-by-step instructions for HR administration from scratch. We will provide a detailed step-by-step plan that will allow you to create your own personnel service, starting with the registration of the first employee at the enterprise - the director. And therefore it is important from the very beginning of the company’s activities to streamline personnel records.

Stages of organizing personnel records at an enterprise:

1. Creation of a regulatory and information base.

To begin with, it is worth deciding which regulations will be in demand in the work of a personnel officer. Of course it is:

• Labor Code - it contains the main points on the regulation of working hours (Chapters 15-16, 22), the duration and frequency of vacations (Chapter 19), the calculation of wages (Chapter 21), and outlines the basic rights and obligations of employees and employers;
• Resolution of the State Statistics Committee dated January 4, 2001 No. 1 - all forms of primary documents required for personnel records are presented here; their use today is not mandatory, but is still desirable, since they take into account all the necessary columns and details; If desired, any user can make changes to the form data, retaining only the required details;
• government decree No. 225 dated April 16, 2003, which will help in working with work books; this document is basic for the employee, as it confirms his work experience;
• manual on maintaining military records at enterprises, approved by the General Staff of the Russian Armed Forces on April 11, 2008 - these recommendations will help personnel employees get comfortable with the mandatory maintenance of military records of employees at enterprises;
• order of Rosstandart dated 17.10.2013 No. 1185-st, resolution of Gosstandart dated 03.03.2003 No. 65-st (this resolution is valid until 01.07.2017, from 01.07.2017 GOST R 7.0.97-2016, approved by order of Rosstandart dated 08.12.2016, applies No. 2004-st), order of the Ministry of Culture dated August 25, 2010 No. 558 and government decree No. 477 dated June 15, 2009 - these documents will help you find out what standards exist in Russian office work and archiving.

Each employee responsible for personnel records must be provided with access not only to these regulations, but also to other legislative acts that may be required in the process of work. Also, the personnel officer must monitor the latest changes and updates in regulations. To do this, it is necessary either to ensure independent monitoring of legislation or to purchase packages of access to various information databases.

In order to ensure high level personnel records management in enterprises with a large staff, special HR software may also be required to organize a personnel management system and maintain personnel records.

You can read about one of these programs in our article .

1. Familiarization with the company's statutory documentation.

The charter must detail the conditions for hiring a director (general director, board of directors)—the executive body of the company. Also, this constituent documentation specifies the basic conditions for the duration of the manager’s work. In addition, the personnel officer must be aware of the latest changes made to the charter in case the owners of the company decide on personnel issues.

1. Applying for a manager's job.

The first employee to be registered at a newly created enterprise is, of course, the manager. Thus, on the basis of a protocol approved by the owners of the company, an order is issued indicating the date on which the manager assumes his duties. This will be the first personnel order issued at the enterprise.

In the future, the personnel officer must ensure chronological order issued orders. When checking working conditions and personnel issues, regulatory authorities pay close attention to the numbering of orders so that there are no cases where orders are issued retroactively.

1. Drawing up a list of personnel documents that will be involved in personnel records management at the enterprise.

We list the main documents that are involved in personnel records in any enterprise with hired employees:

• rules regarding intra-organizational labor regulations;
• personnel structure of the organization;
• staffing schedule;
• vacation schedule;
• documents related to the protection of personal data of employees.

Mandatory documents also include primary accounting documents created for each employee, as well as registers such as:

• labor contracts;
• a book on recording the movement of labor books;
• a book for recording forms of work record books and the forms of these documents themselves, which are often issued at the enterprise when an employee enters his first place of work;
• work time sheet;
• personal cards of employees;
• personnel orders, which are usually stored together with the grounds for their issuance (applications, official (reports) notes, acts, etc.);
• job descriptions and other documents;
• log of inspections by regulatory authorities.

Form labor contract available on our website - .

The following documents may also be published:

• collective agreement;
• provisions on bonuses, certification, trade secrets, etc.

1. Approval of personnel documents and their forms by the head of the enterprise.

If there are any comments on the documentation form, the personnel officer must eliminate them and re-approve the document forms. Documents that affect not only the maintenance of personnel records, but also accounting, should also be reflected in accounting policy enterprises.

All necessary information on personnel records is available on our website in the section .

1. Appointment of a person responsible for maintaining and recording work books.

This may be one person responsible for maintaining personnel records, or a separate employee may be designated who is responsible for storing and recording issued and received work books. A corresponding order is issued on the appointment of a responsible person.

1. Hiring employees.

This is the final stage in maintaining personnel records from scratch. Now, for each employee hired, a package of personnel documentation is created, usually including an employment contract, a hiring order, and a job description; a work book is accepted/issued, a personal card is filled out, a non-disclosure agreement of personal data and other documents are signed.

Then other personnel documents are drawn up on standardizing the working day, calculating and paying wages, accounting for vacations, processing sick leave, business trips, etc.

You can learn about the storage period for personnel documents from our article .

And about the procedure for their destruction, read the article .

HR administration from scratch — step-by-step instructions 2016 The years given in our article will help to competently organize this process in the enterprise. All stages of working with an employee are comprehensively described below: hiring, transfer to another department, promotion, salary change, punishment, encouragement, discipline, dismissal.

Who is responsible for maintaining personnel records?

Personnel document flow as part of the accounting process must be controlled by the head of the company. As a rule, it is the first person who is initially assigned responsibility for its management, for which an appropriate order is issued.

As personnel or accounting specialists are recruited, these functions are delegated to them with a clear indication of who is responsible for what and what document has the right to sign. For each position, appropriate instructions are developed, which define job functions, rights and level of responsibility. The employee gets acquainted with the administrative document and job description and signs:

• or in the line provided for this on the document itself;
• or on a specially created personal familiarization sheet.

In addition to the job description, it is possible to develop internal regulations, regulations, additional instructions. However, the basis for compliance with the law in the field of personnel records management is the Labor Code of the Russian Federation and other regulations issued by the government and ministries.

If the provisions of the law or local regulations of the company are not observed, measures may be taken against the employee involved in maintaining personnel document flow. disciplinary liability. And this is quite reasonable, since even minor violations can lead to significant financial losses.

Downloadinstructions for personnel records management - 2016 or develop your own regulations?

Formally centrally approved instructions for personnel administration No. However, in their work, specialists are recommended to use GOST R 7.0.8-2013, approved by Order of Rosstandart dated October 17, 2013 No. 1185-st.

Nevertheless, thanks to many years of practice in conducting such activities, a certain unspoken set of rules and sequence of actions have been developed, which formed the basis of step-by-step instructions for personnel records management. It can be safely used in practical activities, thereby avoiding inaccuracies and errors.

In addition, using this information, it is possible to predict total documents that will need to be drawn up and the time that will have to be spent on this, respectively, determine how many employees should be in the personnel department.

Based on these rules and methods, a practicing clerk will create a convenient algorithm of actions that he will follow in the future to conduct quality work. HR records management in 2016.

What are the instructions for conducting personnel records management?

The following is a universal plan for maintaining the entire volume of personnel document flow, which can be used at any stage life cycle companies - from creation to the moment of liquidation or reorganization. Although step-by-step instructions for HR administration from scratch are quite common, it would be useful to have a compact and easy-to-understand option on hand.

So, here are the steps you need to take regularly to achieve optimal results when conducting HR records from scratch:

1. Selection of laws and regulations for subsequent regulation of work. It is imperative to pay attention to the following:
   • Labor Code of the Russian Federation. It is necessary in full, since situations are different, and from time to time you will still have to re-read something. The most important sections are those devoted to the concept of normal positive working time, its accounting and rationing (chapters 15–16, 22), remuneration, its components, forms and systems (Chapter 21), duration of vacations and conditions for the emergence of the right to them (Chapter 19). It is also imperative to familiarize yourself with the rights and responsibilities of the employee, which are enshrined in law.
   • Album of primary documentation based on the resolution of the State Statistics Committee of the Russian Federation dated January 4, 2001 No. 1. Strict adherence to the samples presented in it is not necessary, since companies are allowed to develop forms on their own, but with mandatory details indicated in them. At the same time, it seems inappropriate to develop an excessive number of your own forms, since for most operations there are already standard forms with necessary set details. It is enough to supplement them with the missing fields.
   • The procedure for maintaining and recording work books, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225, which discloses all aspects of the use of the main document to reflect the employee’s length of service.
   • Recommendations approved by the General Staff of the Russian Armed Forces on April 11, 2008, regulating the intricacies of keeping records of citizens liable for military service.
   • Basic standards of office work and personnel affairs based on Rosstandart order No. 1185-st dated October 17, 2013, Gosstandart resolution No. 65-st dated March 3, 2003, Ministry of Culture order No. 558 dated August 25, 2010, RF Government resolution No. 477 dated June 15, 2009.

An employee involved in personnel document flow should always have this list of documents at hand, and also update his knowledge in this area as necessary, as well as in the event of significant changes in legislation. This can be done either independently or by concluding a contract with suppliers of specialized regulatory legal frameworks.

1. Studying the company's charter and, if necessary, registration documents. This will help determine the rules and conditions for the reception of the head of the company or members of the board of directors - the main executive body. In addition, these documents contain information about maximum period their tenure in office, the level of remuneration and the procedure for termination of powers.
2. Publication of an administrative document on the appointment of a manager. The basis for it will be the minutes of the general meeting of founders. So this will be the 1st personnel order new company. From there, their continuous numbering should be carried out, which is of paramount importance, because for control services it is extremely important to comply with the order of issuing documents at the time of transactions.
3. Development of documentation for registration of operations for working with personnel. The universal list should include:

• internal labor regulations (ILR);
• structure of departments and positions in the company;
• staffing table (formally optional, but in practice requested by most inspectors);
• vacation schedule;
• documents regulating the protection of employee personal data.

A set of documents is required for personalized recording of employee data:

• employment contract;
• journal of movement of work books;
• a log of work record book forms, and in addition the form itself (to issue work record books to employees for whom this is their first place of work);
• documents for recording working hours (sheets T-12 or T-13);
• personal cards (T-2);
• personnel orders and reasons for them;
• payroll and payslips;
• individual payslips;
• job descriptions, regulations.

If there is a trade union or a representative of the general meeting of workers in the company, a collective agreement can be developed and signed. A very important document can be the regulations on remuneration and bonuses. It will reduce the scope of the employment contract and clearly establish the procedure for calculating remuneration for labor.

If the enterprise has implemented regular personnel assessment, a provision on certification is necessary. To protect internal information, a document on the protection of trade secrets must be developed.

1. Development of forms and their coordination with the company management. You don't have to create everything from scratch, you can use standard forms, adding to them the missing details that correspond to the specifics of the company. It is possible that the new form will not be approved on the first attempt, then you need to make additions in accordance with the wishes of the director and submit it for approval again.
2. Selecting an employee to assign responsibilities for maintaining and recording work books. For this purpose, an appropriate administrative document is created. It could be like individual employee, performing only the specified function, and combining it with other work in the personnel service.
3. Organizing the onboarding of new employees. Being the last stage in the personnel records management cycle, this procedure includes a set of interrelated actions. It involves the need to fill out a number of documents (employment contract, employment order, personal card), familiarize the employee with the job description, company regulations, make entries in the work record book, etc.

Subsequently, documents are drawn up on the employee’s current activities: recording working hours, payroll, vacations, days of rest according to donor certificates or without pay, transfers.

Maintaining personnel document flow is not as difficult as it seems at first glance. Despite the abundance of disparate and diverse regulations governing this issue, all the necessary information can be selected and systematized.

In addition, the above is a short and clear cheat sheet that can help a new HR specialist and even an experienced employee, making it easier for him to generally understand all the steps that need to be taken.

The main thing in matters of this kind is attentiveness and scrupulousness in detail, since minor errors in documentation can lead to serious troubles for the company, both financial and reputational.