Office work. orders

Every enterprise, even the smallest one, has employees, which means there is a need to maintain various personnel documentation.

In companies that have been on the market for a long time, HR records are usually well established, but in newly created organizations it is necessary to create everything from scratch.

Who is responsible for office work at the enterprise?

As a rule, HR department employees are engaged in conducting personnel records and processing all documents, but if the enterprise is small, then this work can be entrusted to one of the employees as a... Usually this is an accountant or.

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

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Collection of the necessary legislative framework and regulatory documents

The first thing you need to do when creating HR document flow from scratch is to decide what documents should be there. There are documents that every enterprise must have, and there are those that are required only to perform a certain type of work or company activity.

By the way, yourself regulations, regulating the availability of components of personnel documentation, it would also be a good idea to store them in a separate folder, so that if necessary, they would always be at hand.

Orders on a personal and personnel. To orders by personnel include orders related to the movement of workers:, dismissal, etc. These orders relate to work experience and are therefore kept for 75 years.

TO personnel orders all others include:

• vacations;
• bonuses;
• business trips;
• disciplinary sanctions, etc.

Shelf life These orders range from 3 to 5 years.

It is more advisable to create two separate folders for these two types.

The next mandatory document is one that reflects all basic information about the employee. These cards can be stored either separately or as part of the employee’s personal file.

The third mandatory document is. Currently, according to the law, work books must be prepared even by an individual entrepreneur, not to mention enterprises of other forms of ownership. The employer must issue a work book within three days from the date of hiring the employee.

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

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

After new jobs have been created, it is necessary to conduct a special study of each of them. Documents related to the SOUT are stored until they are replaced with new ones, as a rule, once every 5 years.

TO other mandatory documents applies:

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

Collection and study of constituent documents

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

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

If the enterprise has people who have irregular working hours, work at night, work in hazardous and hazardous conditions, then it is necessary to document the benefits and compensation they are entitled to.

Preparation of the list of documents

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

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

Registration for a director's job

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

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

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

Drawing up local regulations

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

If desired, you can add additional columns to it. The staffing table indicates the name of the position, the required number of staff units, the salary or form of remuneration and the required allowances. All positions in the staffing table are indicated, starting with the most important and ending with support personnel.

IN labor regulations First of all, the work schedule of the enterprise is indicated; if there are shift schedules, then they are described in detail. This document may also indicate requirements for appearance and employee behavior, corporate ethics, etc.

Development of a standard sample employment contract

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

Here applies:

In addition to these clauses, the employer can add any other clauses to the employment contract that do not contradict the law.

Preparation of accounting documents

All log books before using them needs to be prepared. Namely, each magazine must be numbered and sealed. The sheets are numbered consecutively, starting from the first to the last. Then all the sheets, excluding the cover, are stitched with thread and two tails are drawn onto the last endpaper. They are sealed with a piece of paper, but which indicates the number of sheets and bears the signature of the manager or the person responsible for maintaining the journal.

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

Appointment of a person responsible for maintaining work records

Work records are one of the most important documents personnel records and relate to strict reporting forms, then the attitude towards them should be careful. They must be stored in a safe, locked with a key.

For reference work records a responsible person is appointed who fills them out and is responsible for storage. Responsibility is assigned to the employee by order of the organization.

Registration of employees

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

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

The following video playlist provides instructions on how to conduct HR records:

Good day, dear visitors! What is personnel work, why is it needed and is it needed at all? You will learn about this from my article: HR records management for dummies.

HR department at the enterprise

Just as for visitors a theater begins with a coat rack, so for any newly hired employee an enterprise begins with the personnel department. It ends with them upon dismissal.

The HR department is responsible for all issues related to the company’s employees:

• Hiring, transfer and dismissal;
• Compliance labor discipline;
• Compliance with job descriptions;
• Maintaining personal files of employees;
• Maintaining personnel documentation;
• Search for personnel for open vacancies;
• Conducting initial interviews;
• Familiarization of employees with all changes in the organization;
• Development of various documentation;
• Participation in the development of basic local regulatory documents of the enterprise.

As you can see, the list is very large, and it is not exhaustive. The department in charge of personnel affairs is a special unit in the organization that interacts with all other structural units of the company.

And it doesn’t matter that most often personnel is the smallest department in the enterprise, and sometimes it is not allocated at all.

What does the HR department do?

Now let's take a closer look at what a personnel officer actually does at his workplace - this will be personnel records management.

Registration of employees

Hiring and firing employees is the most main function HR department All movements of employees are under his control. When a person job seeker sees a vacancy and calls the specified number, then in 90 cases out of 100 he will get into the personnel, where he will be guided on the issues that interest him, and will also set a time when to come for an interview or fill out a form.

After the manager has decided that the employee is suitable for him, the latter again falls into the hands of a human resources specialist. And also, please note, when a vacancy is filled through competitive selection, a personnel officer will definitely be included in the commission.

So, after an employee is hired, he will go to the personnel officer, where he goes through the following procedures:

1. Submits all necessary documents;
2. Gets acquainted with all local regulatory documents related to his work and routine in the company;
3. Signs an employment contract;
4. Gets acquainted with the order on his employment;
5. In some cases, here he receives initial knowledge on labor protection, that is, undergoes initial instruction.

Records management

After all documents are signed and provided, the HR specialist creates the employee’s personal file. It consists of all copies of documents and a personal card on a unified form. In addition, in the future, all issues related directly to the employee will be processed through HR:

• Vacation registration;
• Payment of bonuses and other monetary amounts;
• Forfeiture of bonuses and other penalties;
• Overlay disciplinary sanctions and punishments;
• Changes in remuneration and other terms of the employment contract;
• Changes in the organization are general, or directly related to the employee.

And many other questions, the list can be continued almost endlessly, depending on the specifics of the company and the functionality assigned to the personnel.

Many would argue that most of the issues listed fall within the purview of accounting, but no, this is not so. Yes, it is the accounting department that calculates vacation pay and cash payments. She keeps them, but only after she receives the appropriate order created by a personnel employee.

To draw up these orders, the personnel officer uses various grounds:

• Statements from the employee;
• Memos from department heads;
• Internal investigations and conclusions of commissions;
• Written and oral instructions from the head of the enterprise.

By the way, the personnel officer is directly subordinate to the head of the enterprise. In rare cases, his deputy.

After the orders are issued, their originals and the basis for them are filed and stored for the required time. This should also be done by a HR specialist.

Conducting other personnel work

In addition to the fact that HR workers prepare documents for employees, they do other work that can be classified as HR records management.

• Drawing up job descriptions. But this does not mean that all the instructions are written by one person. As a rule, the job responsibilities section is written by someone who is familiar with this type of work. It is unlikely that a HR employee will describe in detail the functionality of a welder, electrician or crane operator. But he forms the instructions into a single document.
• Organization carrying out workplace certification and preparation necessary documentation for her. By the way, this concept - certification - remains only in everyday life. Legislatively, this procedure has been called a special assessment of working conditions (SOUT) for a couple of years now.
• Participation in the preparation of basic documents organization: regulations on remuneration, collective agreements and agreements, internal labor regulations. In some cases, only adjustments are made, and in others, the document is completely drawn up.
• Maintaining staffing table. The personnel officer shares responsibility for this document with the chief accountant of the enterprise. He is in charge of the names of positions and their number, and the accounting department controls rates and salaries.
• Organization of medical examinations and training workers. If the company is small, then he does this work himself, otherwise he only monitors the execution. In any case, this is determined by company policy.
• Participation in various commissions: for conducting official investigations, industrial accidents, testing knowledge of labor protection, etc.

As you can see, a personnel officer has quite a lot to do and they are very diverse.

The place of personnel in the functioning of the organization

In this section we will look at the interaction of the HR department with other departments. Here are the main ones:

• Accounting. The HR officer works closely and constantly with this department. This is where all issued orders go. First of all, this applies to orders for admission, transfer and dismissal. It is from them that the accounting staff who calculate salaries find out who to include in the payroll, who to exclude from it, and what their salary is. Time sheets, before they get to the accountant’s desk, are also checked by personnel, and often they are kept by the personnel officer. If an enterprise conducts office work using specialized programs, then the interaction between personnel and accounting is greatly simplified.
• Secretariat or reception area. It is from here that the cadre receives most of the grounds for issuing orders with the resolution of the manager. This is if the office work at the enterprise is carried out in compliance with all the rules. If there is no such department, then the applications go directly to the personnel officer, and he takes them to the manager.
• Interaction with all other departments of the organization consists of bringing to the attention of managers and direct employees all personnel changes in the organization.

Why every company needs a HR department

The legislation does not oblige the establishment of such a structural unit as a personnel department. But in the current practice of office work, it is this unit that maintains most of the documentation provided for by the Labor Code of the Russian Federation.

Is it possible to neglect HR records management? Answer: no, you shouldn't do this. And there are several reasons for this:

1. A properly executed contract between employer and employee, as well as all other documents related to the employee’s work, will help avoid many unpleasant situations when disagreements arise between the parties.
2. Accurate maintenance of documentation, including personnel documentation, characterizes the organization only with positive side.
3. In addition to processing hiring and dismissal, the personnel officer performs a lot of other work; he serves as a kind of connecting link between senior management and other departments.
4. A competent personnel officer will not only fill out all the documents correctly, but will also be able to indicate to the manager in which part he is violating labor law, which will help avoid inspections and sanctions.

Taking all of the above together, we can confidently say that office work and personnel records are very useful and necessary in every organization. And at least superficial knowledge in this area, which was given “for dummies,” I’m sure will help with hiring and subsequent trouble-free fulfillment of your duties. labor responsibilities.

And finally, a little humor...

Best regards, Technical Experts.

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

Normative base

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

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

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

Instructions for filling out work books, approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69.

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

Resolution of the State Statistics Committee of Russia dated January 05, 2004 No. 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment.”

A list of standard management documents generated in the activities of organizations, indicating storage periods, approved by Rosarkhiv on 10/06/2000 (as amended on 10/27/2003).

In addition, the book by Ya.E. will be useful. Varlamova and E.A. Kosheleva " HR records management from scratch" (M.: Professional publishing house, 2008).

note

Many forms of documents in personnel records management are unified by Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment.” You can find it in any legal reference system (Consultant Plus, Guarantor, Code) or on the Internet, there are also ready-made forms from this resolution that you just need to copy to your hard drive. Documents for which there are no unified forms must be drawn up in accordance with GOST R 6.30-2003 “Unified documentation system. Unified system of organizational and administrative documentation. Documentation requirements."

Step 1: we develop documents that the company must have

Most often, the organization of personnel production begins with the development of all kinds of regulations and instructions, and rightly so. Regulatory documents that the company must have include:

internal labor regulations;

regulation on the protection of employee personal data;

regulations on labor protection and fire safety.

Everything else can wait: you can take on the development of documents that are optional in nature only when the mandatory documents have been drawn up.

Step 2: adjusting the staffing table

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

Request information from the accounting department about the salaries of employees and the names of their positions - based on this data, you need to verify the staffing table.

It should be noted that the job titles in the staffing table do not always coincide with the actual positions of the employees. Accounting does not really need this information to transfer payments and taxes, but programs like 1C require filling out a section with such information, and sometimes a position is entered that does not correspond to the actual one. Therefore, before approving the staffing table, it is necessary to clarify the names of employee positions with department heads, company management or the employees themselves.

You can also request employee personnel numbers from accountants. If accounting is automated, then personnel numbers are assigned by the program; if not, then you will have to assign them yourself, starting with the employee who has worked the longest and ending with the one who came to the organization later than everyone else. After an employee’s dismissal, it is better not to share his personnel number with anyone: let all numbers be unique and assigned to only one person who has ever worked in the company.

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

Step 3: we check the compliance of the information in the staffing table and employment contracts

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

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

Step 4: check the correctness of personnel orders

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

Step 5: check the correctness of work records

The next stage of work is checking the availability of work records. The records of all registered employees must be kept in the company. If you find the books of retired employees, then you need to send a registered letter with return receipt requested to the owners of the books with a request to come for the work book or give an address to which it can be sent. After receiving a response, the work book must be sent by registered parcel with acknowledgment of receipt. If there is no answer, simply include a notice of delivery of the letter in your work book. Work books of non-working employees must be kept separately from others until required, but for at least 50 years.

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

Step 6: draw up personal files or personal folders of employees (if you haven’t kept them before)

It is imperative to issue personal cards for employees in Form No. T-2. Today, many programs allow you to fill out form No. T-2 on a computer and print it on plain paper, which is what some personnel officers use. However, state archives so far only accept personal cards on thick, “half-cardboard” paper. Therefore, if your organization is the source of acquisition of the state archive, buy forms No. T-2 at an office supply store in required quantity or purchase the appropriate paper to print them.

Personal cards are filled out by a personnel officer - such an instruction is contained in the instructions for the use of unified forms (Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1).

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

Often personal files are placed inside Form No. T-2, which is incorrect: personal cards should be stored separately from all other documents.

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

Step 7: prepare the necessary accounting books or journals

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

Step 8: create a vacation schedule

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

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

If you yourself are asking employees about vacation time and a conflict arises over who is going and when, do not try to resolve it yourself - bring the information to the attention of management and arrange the schedule in accordance with management's decision. If you request information through department heads, trust them to resolve controversial issues. Gathering information to create a vacation schedule usually takes one to three weeks.

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

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

Step 9: forming personnel files

Cases can be completed on the following topics:

“Orders on personnel (hiring, dismissal, transfer, bonuses, promotions, leaves without pay wages, directions for long-term business trips and business trips abroad)” (shelf life – 75 years);

“Orders on personnel (regular and study holidays, duty, penalties, short-term domestic business trips)" (storage period - 5 years);

"Employment contracts";

"Personal things";

"Personal cards";

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

“Correspondence on personnel issues with government agencies and commercial organizations" and etc.

It is more convenient to separate vacation schedules, duty schedules, staffing tables into separate cases and store them in thin folders.

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

Personal orders have two storage periods: 5 and 75 years, therefore they are divided into at least two cases (all orders that are not listed in the list with a 5-year storage period have a storage period of 75 years).

If the company is large enough and the file contains more than 250 sheets within one year, then it needs to be divided into several files or into volumes (for example: “Employment contracts (A-K)”, “Employment contracts (L-Z)”; “ Orders for personnel (regular and educational leaves)", "Orders for personnel (duty duties, penalties, short-term domestic business trips)").

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

Step 10: draw up a list of cases

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

In general, the process of forming cases and compiling nomenclature in personnel records management is no different from forming cases and compiling nomenclature in general office work.

And only after all stages can one begin to develop job descriptions, personnel regulations and other optional (not mandatory from the point of view of the Labor Code of the Russian Federation) local regulations.

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

Successful leadership and personnel management of any enterprise begins with the correct activities of personnel production, organization and regulation of work with documents and information about employees.

Personnel records management is a special type of activity that specializes in formalizing labor relations, maintaining and registering employee records and drawing up a report on the movement of personnel. In fact, this type of activity is narrowly focused and deals exclusively with the employees of the enterprise, their employment, dismissal, vacations and wages.

Record keeping is an integral and important part of the work carried out at any enterprise or in any organization, regardless of its form of ownership and the number of employees. Unfortunately, some enterprises neglect such an important process, or it is carried out unskilledly, with errors in documentation, which can lead not only to penalties from government services, but also to lawsuits from enterprise employees.

Personnel records management and the importance of its management

The structure of almost any enterprise or organization requires the presence of personnel. The relationship between the manager and the employee during production activities are not limited to just wages. Proper distribution of responsibilities, resolving current issues and organizing the work of subordinates is the basis of administrative personnel management, which in turn requires record keeping. Based on personnel documents, wages are paid, bonuses are paid to employees, social assistance and benefits are provided. Copies of documents may be required for the employee to provide to Pension Fund or a court, in addition, they can be checked by the tax inspectorate at any time.

Personnel records management is carried out in accordance with legal norms and the Labor Code, and filling out reporting forms and documents is carried out using unified forms. Federal laws on labor protection, protection of entrepreneurs' rights and trade secrets provide the guiding basis for the work of human resources department employees. Availability of many state standards in every area economic activity and the presence of regulations regarding the preparation of reporting documentation is the basis for organized record keeping in each organization.

HR documents

Since all personnel documents are of great legal importance, they must be drawn up in accordance with the requirements labor legislation RF and according to a single form. The main documents for personnel records management of any enterprise, which are drawn up first, are the following:

Internal labor regulations documents;

Documents to protect employee rights;

Documents related to labor protection and fire safety.

Another important area in the work of the HR department is drawing up the staffing table of the enterprise, issuing orders for hiring employees, making entries in work books and maintaining personal files compiled for each employee.

One of the very important documents for personnel records management is also a time sheet, which reflects the time actually worked or not worked by the employee. The time sheet is the basis for calculating wages to employees, and, accordingly, the basis for calculating tax withholdings.

Vacation schedules, payslips, orders regarding the movement of personnel, work books and documents related to the personal data of employees - all this is at the disposal of the personnel department and is subject to strict reporting and preservation.

To illustrate the work performed by the HR department, consider the registration of a new employee. When applying for a job, documents are drawn up in the following order:

1. conclusion of an employment contract, with full description working conditions;

2. signing an order regarding employment;

3. filling out a personal card for a new employee;

4. making entries in the work book and in the accounting journal.

Another example of the work performed by HR department employees is the vacation schedule, the preparation of which, as a rule, is carried out in advance, agreeing on dates with employees and taking into account the specifics of production processes enterprises.

Organization of personnel records management

The correct organization of the functioning of the HR department and its management of personnel records helps to properly organize all the activities of the enterprise, as well as to avoid unwanted fines in the event of an inspection by government agencies. Depending on the structure of the enterprise and its size, the number of employees in the HR department may vary. The qualifications of these people and competent organization They influence personnel records management on ensuring the smooth operation of the enterprise and the management of the organization as a whole.

The HR department may have direct management or report in full directly to the head of the enterprise. Regardless of the structure, the work of the department is strictly regulated by labor standards, according to which office work is organized and carried out.

Ensuring the competent distribution of specialists, designing the work schedule and working hours of employees, that is, measures that ensure smooth and uninterrupted operation enterprise - this is the main task assigned to the personnel department. In order to develop the enterprise and to fulfill the tasks facing it, the HR department develops plans to increase the efficiency of employees by improving their qualifications, and analyzes the suitability of the position held.

Personnel records management allows you to solve the following tasks at the enterprise:

Maintaining documentation related to labor relations and of great social significance for each employee;

Development and creation of a personnel management system, which ensures the achievement of the goals and strategic objectives of the enterprise;

Permission conflict situations, provision of documents to various government authorities, including the court.

How is personnel records carried out?

First of all, record keeping should be based on legislative framework, corresponding to the direction of activity of the enterprise. The Labor Code of the Russian Federation is the main guide for personnel officers, but forums and websites on record keeping, which are especially interesting for beginning entrepreneurs, can be very useful.

1C is recognized as the most widespread and accessible HR administration program, widely used by the majority of HR workers in their practical activities. In the process of work, each employee of the HR department is entrusted with big number responsibilities associated with performing specific tasks. Proper organization of their work makes the work of the entire department more efficient. In particular, storing work books, personal files and personal cards in alphabetical order greatly simplifies and speeds up the search the required document, and keeping things in chronological order helps to create a complete picture of staff movements.

There is no doubt that the decision on how to conduct personnel records is made directly by the head of the enterprise, however, he must do this taking into account the legal requirements and regulatory documents relating to this type of activity.

To summarize, it should be noted that the presence of a human resources department or a human resources specialist, as well as their qualified management of the relevant office work, is one of the essential conditions for the success of any enterprise. It is impossible to ignore such an important area that affects the work of any organization.

Quite often there is a situation where a company has just opened, has a small staff, but there is nothing except employment contracts. This often happens in a company that has been on the market for several years, but nevertheless does not pay due attention to documenting labor relations. However, the absence of documents required by labor legislation may lead to the imposition of administrative fines. This article will be useful for novice HR officers or accountants who, in addition to their work, have been tasked with conducting HR records.

Normative base

For proper organization personnel records management, it is necessary to stock up on laws and other regulations in the field labor law, as well as specialized literature. A specialized software product will greatly facilitate the maintenance of personnel records: it contains almost all the necessary document forms. In any case, you will need, in particular:

- Labor Code;

— Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Resolution of the Ministry of Labor of the Russian Federation of April 16, 2003 N 225 (hereinafter referred to as the Rules for maintaining and storing work books);

— Instructions for filling out work books, approved by Resolution of the Ministry of Labor of the Russian Federation of October 10, 2003 N 69;

— Federal Law of July 27, 2006 N 152-FZ “On Personal Data” (hereinafter referred to as the Law on Personal Data);

— Federal Law of July 29, 2004 N 98-FZ “On Trade Secrets” (hereinafter referred to as the Law on Trade Secrets);

— Regulations on the specifics of sending employees on business trips, approved by Decree of the Government of the Russian Federation of October 13, 2008 N 749;

— Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment” (hereinafter referred to as Resolution N 1);

— List of standard management archival documents generated in the process of activity government agencies, organs local government and organizations, indicating storage periods, approved by Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 N 558;

— The procedure and forms for recording employees leaving on business trips from the sending organization and arriving at the organization to which they are seconded, approved by Order of the Ministry of Health and Social Development of the Russian Federation dated September 11, 2009 N 739n;

— Decree of the Government of the Russian Federation of July 22, 2008 N 554 “On the minimum amount of increase in wages for work at night”;

— Decree of the Government of the Russian Federation of December 24, 2007 N 922 “On the specifics of the procedure for calculating average wages”;

— Lists of positions and work replaced and performed by employees with whom the employer can enter into written agreements on full individual or collective financial responsibility, as well as standard forms such contracts approved by Resolution of the Ministry of Labor of the Russian Federation dated December 31, 2008 N 85;

— Regulations on military registration, approved by Decree of the Government of the Russian Federation of November 27, 2006 N 719, and Guidelines of the General Staff of the RF Armed Forces dated 04/11/2008 on maintaining military records in organizations.

In addition to regulatory documents, it would not hurt to study constituent documents companies. It is in them that the procedure for hiring the head of the organization and setting his salary can be determined. Quite often, it is the charter that prescribes the procedure for hiring key management employees.

We determine the list of necessary documents

After you study the regulations in the field of labor law and personnel records management, you will get an idea of the necessary minimum, which must be formalized and maintained in any organization. This:

— internal labor regulations (Articles 189, 190 of the Labor Code of the Russian Federation);

— staffing (Articles 15, 57 of the Labor Code of the Russian Federation);

— vacation schedule (Article 123 of the Labor Code of the Russian Federation);

— provisions on the protection of personal data (Articles 86-88 of the Labor Code of the Russian Federation);

— employment contracts (Articles 16, 56-59, 67 of the Labor Code of the Russian Federation);

— work books (Articles 65, 66 of the Labor Code of the Russian Federation);

— job descriptions(if the job responsibilities of employees are not established in employment contracts);

— a book for recording the movement of work books and inserts for them, a receipt and expenditure book for accounting for forms of a work record and an insert for it (clauses 40-41 of the Rules for maintaining and storing work books);

— personal cards of employees (clause 12 of the Rules for maintaining and storing work books);

— payslip (Article 136 of the Labor Code of the Russian Federation);

— orders (on hiring, dismissal, granting leave, sending on a business trip, etc.) (Articles 62, 68, 84.1, 193 of the Labor Code of the Russian Federation, etc.) and the grounds for their issuance (statements, acts, memos, agreements etc.);

— regulations on remuneration and bonuses (Part 2 of Article 135 of the Labor Code of the Russian Federation);

- statements, calculation notes and other documents relating to the calculation and payment of wages, vacation pay, compensation for unused vacations, “settlement” upon dismissal.

It is clear that documents required by law will have to be drawn up in any case. But regarding other documents, you should ask the management (which of the optional documents may be needed for the company). You can also clarify with your manager in advance what special conditions he wants to see it in the internal labor regulations, other local regulations, and employment contract forms.

Note!According to Art. 16 Federal Law dated December 26, 2008 N 294-FZ “On the protection of the rights of legal entities and individual entrepreneurs in the exercise of state control (supervision) and municipal control” the organization must keep an audit log legal entity, individual entrepreneur carried out by state and municipal control and supervision bodies.

Of course, the above list is incomplete and under certain circumstances other documents must be developed and executed. For example, if it is planned that individual workers will sometimes work outside normal duration working hours, it is necessary to approve the list of positions for workers with irregular working hours (Article 101 of the Labor Code of the Russian Federation). In addition, taking into account the specifics of the organization’s activities, you may need:

— regulations on certification and documents accompanying certification, if the employer carries out certification of employees (Part 2 of Article 81 of the Labor Code of the Russian Federation);

- provision on trade secrets, if employment contracts with employees establish their obligation to maintain trade secrets (Articles 10, 11 of the Law on Trade Secrets);

— agreements on full financial liability (if such liability was established for employees in a contractual manner);

— a collective agreement (if at least one of the parties (employees or employer) takes the initiative to conclude it).

We draw up separate documents

Because everything labor Relations must be documented; when developing local regulations and other personnel documents, it should be remembered that their provisions should not worsen the position of the employee in comparison with established labor legislation. Norms of local regulations that worsen the situation of workers or were adopted without compliance with what is provided for in Art. 372 of the Labor Code of the Russian Federation, the procedure for taking into account the opinions of the representative body of employees (if there is one), are not subject to application. This is addressed Special attention in Art. 8 Labor Code of the Russian Federation.

So, first of all, you need to draw up a staffing table. This document is used to formalize the structure, staffing and staffing levels of the organization in accordance with its charter, which contains a list of structural divisions, names of positions, specialties, professions indicating qualifications, information on the number of staff units. It is drawn up according to the unified form T-3, approved by Resolution No. 1.

For your information.In connection with the entry into force in 2013 of the Federal Law of December 6, 2011 N 402-FZ “On Accounting”, the document forms contained in the albums of unified forms of primary accounting documentation are not mandatory for use and employers can independently develop the necessary forms. If an organization decides to introduce its own document forms, we recommend that you take the previously approved unified forms as a basis and make changes to them by including or removing additional lines or columns. Do not forget to consolidate the use of new forms of primary accounting documentation in your accounting policies.

Taking into account the wishes of management, you should fill out all the necessary columns in the staffing table, check it for compliance with labor legislation and submit it ready-made option management for approval. Usually local act approved by order or regulation, to which reference is made in the relevant details. Also, a local regulatory act can be approved by affixing an approval stamp to the document with the personal signature of the head of the organization or his authorized person.

The next important document is the internal labor regulations. According to Art. 189 of the Labor Code of the Russian Federation, this local regulatory act regulates the procedure for hiring and dismissing employees, the basic rights, duties and responsibilities of the parties to an employment contract, working hours, rest periods, incentive and penalty measures taken in relation to employees, as well as other issues of regulating labor relations with a given employer. The document may include the following sections: hiring, basic rights and obligations of employees, rights and obligations of the employer, work time and rest time, incentives, liability for violation of labor discipline.

After agreeing with management on all the nuances and checking the provisions of the internal labor regulations for compliance with current labor legislation, this local act is also submitted to the manager for approval.

Regulations on the protection, processing and storage of personal data also need to be developed and put into effect as soon as possible. This is due to the fact that the employer is obliged to take measures necessary and sufficient to protect the personal data of employees and regulate the mechanism for their receipt, processing, storage and protection. This follows from Chap. 14 of the Labor Code of the Russian Federation and the Law on Personal Data.

In this provision, it is necessary to establish by what methods personal data is obtained, in what order the personal files of employees are formed and maintained, as well as to determine the rights and obligations of employees, methods of recording, storing, transferring and protecting their personal data.

Note!It is necessary to resolve the issue of who will keep the work books. If there is no personnel officer yet, the head of the company must take responsibility for maintaining, storing, recording and issuing work books by issuing an appropriate order. Subsequently, the director may transfer these powers to the accepted personnel employee (also by issuing an order). Such an appointment is required by clause 45 of the Rules for maintaining and storing work books.

In addition, it is advisable to develop a standard form of an employment contract that will be concluded with employees. Let us remind you that Art. 57 of the Labor Code of the Russian Federation, which defines the list of information and mandatory conditions to be included in it, as well as other articles of the Labor Code (for example, Articles 58, 59, 64.1, 70, 282, etc.).

In addition to developing local regulations, staffing schedules, vacation schedules, etc., you need to prepare other documents that will be needed in the future for conducting personnel work. These are various accounting books, registration logs, time sheets, order forms, liability agreements, etc.

Let's talk separately about labor protection documents, since this is an important part of labor legislation. In the future, when the organization grows to ensure compliance with labor protection requirements and monitor their implementation, a labor protection service may be created or the position of a labor protection specialist with appropriate training or experience in this area may be introduced. In the meantime, the company is small, the responsibilities for ensuring safe conditions and labor protection are assigned to the manager.

Article 212 of the Labor Code of the Russian Federation establishes the provision that it is the employer who is obliged to ensure the development and approval of rules and instructions on labor protection for employees. To help employers, on May 13, 2004, the Ministry of Labor approved Methodological Recommendations for the development of labor protection instructions, according to which labor protection instructions for an employee should be developed based on his position, profession and the type of work he performs.

Regulatory acts introducing any new forms of documents in this area, in Lately was not accepted, so we list the main ones that should be in every organization:

— regulations on labor protection in the organization;

— order to appoint a responsible person in the organization (in the absence of a labor protection engineer);

— labor protection instructions;

— logs of registration of briefings on labor protection;

- programs various types labor safety briefings;

- program production control;

- other documents.

Systematization and storage of documents

Article 17 of the Federal Law of October 22, 2004 N 125-FZ “On Archiving in the Russian Federation” obliges companies to ensure the safety of documents generated in their activities, including documents on personnel. We believe that the safety of documents without organizing their storage is impossible. To store and use documents generated in the HR department, they need to be systematized.

In order to organize the documents generated in the process of personnel records management, a nomenclature of cases is compiled - a systematized list of the names of cases opened in the organization, indicating the periods of their storage in the established form. This definition is contained in GOST R 51141-98 “Office work and archiving. Terms and definitions”, approved by the Decree of the State Standard of the Russian Federation dated 02/27/1998 N 28, and the Basic Rules for the Operation of Archives of Organizations, approved by the Decision of the Board of Rosarkhiv dated 02/06/2002. The form of nomenclature both for structural divisions and for the entire organization is given in the above-mentioned rules for the operation of archives of organizations.

Applying for a job

First of all, you need to formalize your employment relationship with the head of the organization. For this purpose, an employment contract is concluded with him. It is drawn up in two copies, one of which remains with the manager, and the other in the organization (this is indicated on the employer’s copy).

An order is issued on the basis of the employment contract, since in accordance with Art. 68 of the Labor Code of the Russian Federation, employment is formalized by order (instruction) of the employer. The form of the order is approved by Resolution No. 1. However, if the director is the only participant in the organization, then the hiring is formalized by an order to take office, which is issued by the director himself on the basis of a concluded employment contract. In the future, he also issues orders to assign the duties of the director to a deputy (another employee) in the event of departure for business trip or vacation. These are the explanations of Rostrud, given in Letter dated December 19, 2007 N 5205-6-0.

The work record book for the manager is filled out by the person responsible for maintaining work records. In this case, a record of hiring must be made after five days of work by the manager (clause 3 of the Rules for maintaining and storing work books). The basis for making an entry is an order (instruction) or other decision of the employer, according to which the employee was hired (for example, minutes of a meeting of participants).

Don’t forget to create a personal card, enter information in the book for recording the movement of work books and their inserts and (if necessary) in the receipt and expenditure book for accounting for the forms of work books and their inserts.

In addition, it is necessary to send to the relevant military commissariat and (or) local government bodies information about the citizen being hired who is subject to military registration (clause 32 of the Regulations on military registration). The document, which is sent to the military commissariat and (or) local government bodies, is registered in the manner established by the employer (for example, in the journal (book) for registering outgoing documentation).

Now you can hire other workers. The procedure is similar, but let us remind you that the employee must be familiarized with local regulations relating to his labor activity(this is indicated in Article 68 of the Labor Code of the Russian Federation). We recommend documenting your acquaintance. For this purpose, accounting books, log books or familiarization sheets are useful.

Finally

To summarize, we note that after proper organization of office work, paperwork will not take much time and the phase of everyday work will begin for the personnel employee: you will need to keep a time sheet, draw up a vacation schedule, take incentive and penalty measures, arrange business trips, transfers, and combinations. , dismissal and much more. And on the pages of the magazine we will tell you how to do it correctly.