Personnel records management is the responsibility of management and an urgent need. Office work in personnel work

Office work in personnel work

INTRODUCTION 1 THEORETICAL FOUNDATIONS OF CASE PROCESS IN HR WORK 1.1 Documentation system in personnel records management 1.2 Mandatory personnel documents generated in the personnel service of the enterprise 2 PRACTICE OF CASE PROCESS IN HR WORK BY THE EXAMPLE OF CJSC "POLYGRAPH" 2.1 general characteristics clerical work in personnel work of JSC "Poligraf" 2.2 Orders by personnel and their registration with ZAO Polygraph 2.3 Manager’s resolution 2.4 Making entries in work books. Filling out a personal card 3 OPTIMIZATION OF CASE PROCESS IN THE HR SERVICE CONCLUSION LIST OF REFERENCES USED ANNEX 1 APPENDIX 2 APPENDIX 3 APPENDIX 4 APPENDIX 5 APPENDIX 6

INTRODUCTION

A feature of modern labor law is the expansion of contractual regulation of the labor relationship. Many of the issues that were previously resolved centrally may be the subject of consideration of a collective agreement, agreement, or employment contract. Yes, Art. 179 of the Labor Code of the Russian Federation defines a specific list of workers who are given a preferential right to remain at work in the event of a reduction in the number or staff of workers, and at the same time indicates that the collective agreement may provide for other categories of workers who enjoy a preferential right to remain at work with equal labor productivity and qualifications.

The tasks of the personnel service have now increased due to the fact that Labor Code The Russian Federation has classified local regulations as sources of labor law: orders and other documents containing labor law norms. It should be borne in mind that in cases provided for by the Code, other federal laws and other regulatory legal acts of the Russian Federation, collective agreements, agreements, the employer, when adopting local regulations, must take into account the opinion of the representative body of employees. All of the above explains the relevance of this work.

The purpose of the work is to study office work in personnel work.

The objectives of the work are

• consider theoretical basis organization of office work in personnel work;
• study the organization of office work in personnel work using the example of Polygraph CJSC;
• consider methods for optimizing the organization of office work in the personnel work of JSC Polygraph.

The subject of the work is the organization of office work. The object of the work is JSC Polygraph.

1 THEORETICAL FOUNDATIONS OF CASE PROCESS IN HR WORK

1.1 Documentation system in personnel records management

When entering a job, a citizen enters into an employment relationship with an organization or individual entrepreneur. The content of these relations is the mutual labor rights and obligations of employers and employees. The employer is obliged to provide the employee with work stipulated by the employment contract, ensure working conditions and pay wages on time, and the employee must personally perform the labor function defined by the employment contract, subject to internal labor regulations.

Labor legislation provides for documentation of the relationship between the employee and the employer, as well as between the job seeker and the employer (written refusal to hire). Correct design the emergence, change and termination of labor relations is important for every employee not only during the period of work, but also after dismissal.

Work with personnel requires the employer to decide many management problems: personnel selection, adaptation of new employees, assessment of employee performance, improvement of their qualifications, work motivation, etc. Personnel management also leads to the creation of numerous documents 1 .

Taking into account the above, all personnel documentation can be divided into two groups:

• documents related to labor relations (for example, employment contracts, personnel orders, personal cards of employees, employee statements, vacation schedules, shift schedules, etc.);
• documents related to personnel management (personnel plans and reports; regulations on personnel selection, on the adaptation of workers, on personnel assessment, etc.; questionnaires, tests, professiograms, personograms, etc.) 2 .

Personnel records management traditionally includes documents related to labor relations, most of which are necessary for processing procedures such as hiring, transfer to another job, dismissal, granting leave, sending on a business trip, etc.

When documenting labor relations Numerous organizational, administrative, accounting, information, reference and other documents are created various types and varieties. Among these documents two groups can be distinguished:

• local regulations of the organization related to labor relations;
• documents related to personnel accounting and movement.

Local regulations these are documents of the organization containing labor law norms (Part 1 of Article 8 of the Labor Code of the Russian Federation), for example, internal labor regulations. The preparation of certain types of local regulations is provided for by the Labor Code of the Russian Federation. Such documents are mandatory for use (for example, a vacation schedule). Documents not provided for by the Labor Code of the Russian Federation are advisory in nature and are developed at the discretion of the organization (for example, regulations on the structural division of the organization).

A number of local regulations provided for by the Labor Code of the Russian Federation must be applied by all employers, including individual entrepreneurs. Such acts include: staffing schedule, internal labor regulations, vacation schedule, regulations on remuneration, regulations on the procedure for processing personal data of employees.

Some local regulations provided for by the Labor Code of the Russian Federation are mandatory for use only by those employers who have the appropriate features of labor organization and work with personnel, for example, shift schedules, regulations on certification, regulations on labor standards, regulations on rotational work, regulations on apprenticeships, list positions with irregular working hours, etc.

Documents related to the accounting and movement of personnel include: documents that an employee presents when applying for a job, and documents created for specific personnel functions.

Documents required for employment include:

• identification documents;
• documents confirming work experience, work experience;
• documents confirming the level of education and qualifications;
• documents related to state pension insurance;
• military registration documents;
• documents (if necessary) required taking into account the specifics of the future work (for example, a health certificate, driver’s license, etc.) 3 .

Documents created for specific HR functions include:

• contractual documents: employment contracts, agreements of the parties, additional agreements to employment contracts, student contracts, agreements on full individual financial responsibility, agreements on full collective (team) financial responsibility;
• administrative documents: orders (instructions) for personnel;
• information and reference documents: employee statements, reports and explanatory notes, protocols, acts, etc.;
• primary accounting documents: personal cards of employees, time sheets, notes, calculations for granting vacations and dismissal 4 .

Along with the documents, books, journals, cards are drawn up in which the documents compiled in the organization are taken into account (registered): a book for recording the movement of work books and inserts in them, a receipt and expenditure book for recording forms of work books and inserts in them, books for registering employment contracts, orders, personal cards of employees, personal files, etc.

Thus, personnel records management is a set of procedures for the compilation, execution, processing, execution, formation into files, storage and use of personnel documentation.

Currently, after the Labor Code of the Russian Federation came into force, the following main changes have occurred in personnel records management:

• Some traditional personnel documents that had been mandatory for many years (for example, a job application) have ceased to be mandatory;
• new documents mandatory for the employer have appeared (for example, documents establishing the procedure for working with personal data of employees);
• increased total documents processed in the personnel department (for example, documents when applying for annual paid leave);
• the range of documents that must be delivered to the employee against signature has expanded;
• a number of documents adopted by the employer require taking into account the opinion of the representative body of employees;
• personnel documentation must be freely presented to state labor inspectors when they carry out inspections of employers’ compliance with labor legislation 5 .

Preparation of personnel documentation continues to take up most of the working time of personnel service specialists and often causes serious troubles during inspections and conflict situations. An analysis of the state of work with personnel documentation in numerous modern organizations shows that the most common mistakes in this area are:

• lack of (mandatory) documents provided for by current legislation;
• violation of the procedure for developing and putting into effect documents containing labor law norms;
• incorrect execution of documents, ignorance of the rules for giving legal force to documents;
• incorrect documentation of management situations, resulting in the absence necessary documents or a lack of understanding of what type of document should confirm the events taking place;
• organization of storage and destruction of personnel documentation with gross violations rules for operating archives of organizations.

One of the main tasks of every employer in the field of work with personnel is the timely and correct conduct of personnel records.

1.2 Mandatory personnel documents generated in the personnel service of the enterprise

Labor accounting and wages in the organization is maintained on the basis of primary documents generated in the personnel service. Poorly done work by the HR department inevitably affects the work of both the accounting department and the entire organization. The consequence of this is untimely payment of employees, sick leave, and untimely preparation of documents for submission to state social authorities. As a result, the financial performance of the enterprise as a whole decreases.

Compliance with the norms of the Labor Code of the Russian Federation and the correct execution of personnel documentation are controlled by both the bodies of the Federal Labor Inspectorate (Rostrudinspektsiya) and the bodies of the Federal Tax Inspectorate. A state inspector can come to the office of any organization, regardless of its form of ownership, and demand documents related to personnel records, and other mandatory internal regulations and orders available in the organization ( the federal law dated August 8, 2001 No. 134-FZ “On the protection of the rights of legal entities and individual entrepreneurs during state control (supervision)”) 6 .

Documenting the activities of the HR service covers all processes related to the preparation and processing of personnel documentation for established rules, and solves the following personnel management tasks:

• organization of workers' labor;
• concluding an employment contract and hiring;
• transfer to another job;
• providing employees with vacations;
• employee incentives;
• imposition of disciplinary sanctions on employees;
• employee certification;
• maintaining staffing;
• recording the use of working time;
• attracting employees to work on weekends and non-working days holidays;
• registration of business trips;
• termination of the employment contract and dismissal from work 7 .

The list of personnel documents that organizations must maintain, regardless of their form of ownership, is given in Appendix 1. It also contains regulatory documents regulating the employer’s obligation to maintain certain personnel documents, and the periods for their storage (in accordance with the List of standard management documents generated in activities of the organization, indicating storage periods, approved by Rosarkhiv on 10/06/2000, as amended on 10/27/2003).

The organization of workers' labor is carried out through the adoption (approval by the head of the organization or an official authorized by him) of local regulations. Every employer must have internal labor regulations and regulations on the protection of personal data. Other local regulations, such as regulations on wages, labor standards, bonuses and material incentives, certification, etc., are adopted if necessary.

The collective agreement (agreement) is advisory in nature, as it is concluded by agreement of the parties (Chapter 7 of the Labor Code of the Russian Federation). Maintaining personal files of employees is recommended for private companies. The employer’s obligation to maintain personal affairs applies to employees of state organizations in accordance with Federal Law No. FZ-79 of July 27, 2004 “On the State Civil Service of the Russian Federation.” For convenience, we can still recommend creating personal files or personal folders, and the procedure for their formation should be fixed in the local regulatory act of the organization, approved by the head.

In the employee’s personal file (personal folder), you can include copies of documents that are required when hiring (passport, military ID, certificate of TIN assignment, pension insurance certificate, marriage certificate, birth certificate of children - to provide income tax benefits; documents on education, etc.) and subsequently all the main documents created during the employee’s working life, which characterize his work activity (applications for transfer to another job, resignation letter, characteristics, documents on advanced training, copies of orders for admission , transfer, dismissal, etc.).

In addition, the employer must have the following labor protection documents:

• instructions on labor protection by profession;
• log of the briefing (familiarization with the instructions);
• log of employees undergoing mandatory medical examination and others 8 .

These documents can be stored in the personnel service of the enterprise, if the organization does not have a separate labor protection service, or in the office.

In accordance with sub. "a" part 1 art. 356 of the Labor Code of the Russian Federation, the federal labor inspectorate carries out state supervision and monitoring compliance by employers with labor legislation and other regulatory legal acts.

The heads of organizations bear personal responsibility for the documentary fund generated in the process of their activities. For violation of the legislation of the Russian Federation and other regulatory legal acts, incorrect maintenance of personnel documentation or the lack thereof, the legislator provides for the imposition of an administrative fine: for officials - from 1000 to 5000 rubles, for legal entities - from 30,000 to 50,000 rubles. or administrative suspension of activities for up to 90 days, and again - entails disqualification of the official (Articles 3.11, 3.12, 5.27, 5.44 and 14.23 of the Administrative Code).

2 PRACTICE OF CASE PROCESS IN HR WORK BY THE EXAMPLE OF CJSC "POLYGRAPH"

2.1 General characteristics of office work in the personnel work of JSC Polygraph

Labor relations between the employee and CJSC Polygraph arise on the basis of a concluded employment contract (Article 16 of the Labor Code of the Russian Federation). In the future, the resulting labor relations, as well as their changes and termination, must be properly formalized (Articles 68, 73, 80 and other Labor Codes of the Russian Federation).

Registration of labor relations means their documentation, i.e. the creation of appropriate documents.

As a result of documentation, organizational, administrative, accounting, information, reference and other documents of various types and varieties are created. Simultaneously with the documents, books, magazines, cards are drawn up, in which the documents compiled in the organization are taken into account (registered).

The mandatory registration of documents is directly determined by the requirement of clause 4.1.2 of the Standard Instructions for Office Work in Federal Executive Bodies, approved. by order of the Ministry of Culture of Russia dated November 8, 2005 No. 536: “... all documents that require recording, execution and use for reference purposes are subject to registration.”

It must be emphasized that the procedure for registering documents itself is not limited to putting registration dates and numbers on them. Registration of documents is a record of accounting data about a document in the prescribed form, recording the fact of its creation, sending or receipt (clause 4.1.1 of the Standard Instructions for Office Work in Federal Executive Bodies).

Working with personnel documentation is not limited only to the preparation, registration and execution of documents. The most important part of this work is the formation of executed documents into files for organizing their storage and use for reference purposes.

Thus, personnel records management is a set of procedures for the compilation, execution, processing, storage and retrieval of personnel management documents. For timely and correct execution of these procedures, it seems most appropriate to regulate as much as possible both the composition of personnel documents and the technology for working with them through the creation of a set of local regulations on office work: a Sheet of Document Forms, an Album of Document Forms, a HR Service Document Flow Schedule, Instructions for Personnel Office Work.

One of the main objectives of these acts is to reflect the characteristics of the organization’s production activities, and for novice HR workers, local regulations on office work should become a reference book that provides answers to questions they have about documenting labor relations.

The basis regulatory framework for personnel records management draws up a sheet of document forms. The purpose of preparing the Timesheet is to determine the necessary and sufficient set of types of documents for the legal registration of situations that arise in working with personnel. Using the Timesheet allows you to reduce work time and labor costs of the organization’s employees when solving problems of documenting management activities.

The form of the Report Card (Appendix 2) is determined by the organization itself, developed by the personnel department and approved by order of the manager.

The preparation of a Sheet of Document Forms should be accompanied by the development of an Album of forms and samples of personnel documents included in the Sheet. The presence of the Timesheet and Album allows you to quickly and correctly document the work with personnel at JSC Polygraph.

The Timesheet and Album must first of all include documents provided for by the Labor Code of the Russian Federation, i.e., which are mandatory when registering labor relations.

2.2 Orders for personnel and their registration in ZAO Polygraph

The basis of personnel records management are orders (instructions) for personnel, issued after the conclusion of employment contracts, upon their changes and terminations. The content of the personnel order must comply with the terms of the concluded employment contract. From the orders of the head of the organization on personnel, information is transferred to accounting documents and work books of employees.

According to clause 3.5.5 of the Basic Rules for the Operation of Archives of Organizations, approved by the decision of the Board of Rosarkhiv dated 02/06/02 (hereinafter referred to as Basic Rules), orders for core activities and for personnel are maintained separately and formed into different files. This procedure also applies to small organizations, where a small amount of administrative documentation is created, and one of the employees (secretary, accountant, economist, etc.) is responsible for personnel records management.

Selected species documents on the personnel of JSC Polygraph have unified forms, approved. Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1 (Table 2.1).

The listed forms of personnel orders relate to the primary accounting documentation for recording labor and its payment, therefore, when filling them out, you should be guided by the Procedure for using unified forms of primary accounting documentation, approved. Resolution of the State Statistics Committee of Russia dated March 24, 1999 No. 20.

Table 2.1

Types of personnel documents that have standardized forms

In accordance with the said Procedure, additional details can be entered into the unified forms of primary accounting documentation if necessary. In this case, all details contained in the forms should not change (including code, form number, document name). Removing individual details from unified forms is not allowed. The formats of the forms indicated in the albums of unified forms of primary accounting documentation are recommended and are subject to change.

When producing blank products based on unified forms, it is allowed to make changes in terms of expanding or narrowing columns and lines for ease of placement and processing of information.

Changes to the unified forms of primary accounting documentation are made by issuing an order (instruction) from the head of Polygraph CJSC (see Appendix 3).

In the absence of a unified form of order for personnel approved by the State Statistics Committee of Russia (for example, when issuing orders to change the biographical data of employees, to apply disciplinary sanctions, and in other cases), forms are used on which orders for core activities are issued (Appendix 4).

It seems appropriate to include in the Album of document forms maximum amount samples of orders for personnel, as well as systematically supplement it with new examples after documenting situations that arise in the practice of working with personnel.

For orders regarding personnel great importance has correct indexing and registration. It is unacceptable to use one registration form for all personnel orders and further compile these documents into one file. It is the requirements for the subsequent formation of files that determine the procedure for working with orders for personnel in the “current” office work: orders for personnel are grouped into files in accordance with the established periods for their storage (clause 3.5.5 of the Basic Rules).

Orders with different storage periods must be registered in different accounting forms and have different registration indexes (numbers). The rules for indexing personnel orders are developed by Polygraph CJSC itself. In the practice of personnel services, alphanumeric indexing has become most widespread.

If there are large volumes of documents, it is advisable to group personnel orders related to various issues of working with personnel separately (clause 3.5.5 of the Basic Rules), applying different indexing, for example: to the serial numbers of orders on the movement of personnel (hiring, transfer to another work, dismissal) the letter “k” is added, for orders on secondment of workers “km”, on granting vacations “o”, on promotion “p”, on disciplinary sanctions “v”, etc.

The order indexing system adopted by Polygraph CJSC is reflected in registration books (magazines), the forms of which are established by the organization itself. When developing accounting forms, you can use the advisory forms contained in Appendix 2 to the Intersectoral Integrated Time Standards for Work on Recruitment and Personnel Accounting (1991).

In the case of maintaining an accounting form in which information about personnel orders compiled on various issues, we can recommend the following book (journal) for recording orders (Table 2.2).

Table 2.2

Form of the book (journal) for registering orders

Accounting forms developed by JSC Polygraph with various options their completion must be presented in the relevant sections of the Album of Document Forms.

Orders regarding personnel are issued if there are appropriate written reasons, which, in addition to employment contracts and amendments to them, include information and reference documents: employee statements, memos (reports and explanatory notes), representations, protocols, acts, etc.

Documents grounds for orders must be correctly drawn up and registered. Some documents (statements, memos, explanatory notes, submissions, notifications) are drawn up in free form, others (protocols, acts) have unified or recommendatory forms.

2.3 Manager’s resolution

Statements from employees and memos refer to internal correspondence and require consideration and decision-making by the head of Polygraph CJSC. Decision is reflected in the resolution, the content of which in most cases boils down to very brief instructions: “To the order”, “Execute”, “To the personnel department”, which do not correspond to the meaning of this detail.

Another serious mistake when putting resolutions on documents is the semantic discrepancy between the decision made by the manager and the content of the document being reviewed. Most often, such errors are found in resolutions on employee applications.

The employee asks in the application to divide the annual paid leave into parts and provide him with a part of the leave lasting 5 days (from Monday to Friday). The head of the organization, disagreeing with the employee’s request, indicates in the resolution: “Grant leave of 7 days” (from Monday to Sunday).

This resolution does not correspond to the content of the statement, and therefore is not a consideration of the substance of the issue raised. In this case, the resolution must contain a refusal to grant part of the leave.

The employee, on his own initiative, wants to terminate the employment contract and warns the employer about this in writing, but not two weeks in advance, but a shorter period of time. Not wanting to satisfy the employee’s request, the manager issues a resolution: “Dismiss with work within two weeks” or indicates in the resolution the date of dismissal after two weeks’ notice, i.e. does not coincide with the date contained in the employee’s application.

Again, instead of refusing the request expressed by the employee, he is “made an offer” that does not meet his wishes.

To avoid such errors, the Album of Document Forms should contain options for possible resolutions when making decisions on the most typical, frequently recurring situations.

A feature of protocols and acts is the creation of these documents either in the process of collegial discussion and decision-making (protocols), or when several persons establish (confirm) facts and events that occurred in their presence (acts). Therefore, the protocols additionally include information about the members of the collegial body who were present (i.e., the presence of a quorum), and when drawing up most acts, the presence of disinterested witnesses is required.

To record the internal documents created at Polygraph CJSC, the following approximate form of registration journals can be used, which are maintained separately by type and variety of documents (Table 2.3).

Table 2.3

Log form

2.4 Making entries in work books. Filling out a personal card

Other important information in the Album of Document Forms should include examples of making entries in workers’ work books. As you know, the current Instructions for filling out work books, approved. Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69, contains several sample records (for example, on the establishment of a second profession, on renaming an organization, on dismissal, etc.), but this is clearly not enough, especially for novice personnel officers.

Sample entries in work books can be placed in the Album after examples of execution of orders for personnel or in the form of a summary table (Appendix 5).

Difficulties in working with work books, as a rule, are caused by gaps or conflicting requirements contained in the current regulatory legal acts for their maintenance.

For example, in accordance with the approved Decree of the Government of the Russian Federation dated July 24, 2002 No. 555, the Rules for calculating and confirming the length of service for establishing labor pensions, the main document confirming the periods of work under an employment contract is the work book original, and not a certified copy. However, in Section IV of the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved. Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 states that a work book is issued to an employee only upon dismissal (termination of an employment contract). Thus, a problem arises with issuing the original work book to a non-retiring employee.

In this situation and other similar cases, when an employee must present the original work book to a particular authority, it is advisable to show in the Album of Document Forms the procedure for documenting the procedure for issuing a work book.

The document on the basis of which a work book will be issued, in our opinion, should be an application from the employee addressed to Polygraph CJSC, and not the “receipt” that is widely used in practice. After registering the application, considering it by the head of the organization and putting down a resolution, the employee must confirm in writing (on the same application) the fact of receiving the work book for temporary use with the obligation to return it in a timely manner without any damage, corrections, blots, etc.

The personnel service must organize control over the return of the work book issued for temporary use and check it when the employee returns the book. If the employee does not have a valid reason for receiving the original work book, he can only be given a certified copy.

Detailed instructions on the procedure for filling out should be accompanied in the Album of Document Forms by such accounting forms as a time sheet (forms T-12 and T-13) and an employee’s personal card (T-2).

Maintaining a time sheet is mandatory, since Polygraph CJSC is obliged to keep records of the time actually worked by each employee (Article 91 of the Labor Code of the Russian Federation). When filling out the timesheet, the following methods are used:

complete daily registration of hours worked or indication of the reasons for the employee’s absence (vacation, disability, etc.);

registration only of absences, absenteeism, tardiness, etc.

Hours worked may include: daytime hours, night work, overtime work, being on a business trip, as well as working on weekends and holidays. Different types of working time are taken into account and paid separately.

Absenteeism notes for work good reasons must be supported by supporting documents. Hours worked part-time are entered into the timesheet in accordance with the conditions included in the employment contract.

The timesheet is drawn up in one copy by the timekeeper or an authorized person, signed by the head of the structural unit and the HR employee and transferred to the accounting department. In large organizations, time sheets are kept by structural divisions.

The employee's personal card is filled out for all employees with whom an employment contract has been concluded, including part-time workers. Personal cards are filled out in one copy by a personnel service employee based on the personal documents of the citizen applying for work. Cards can be filled out by hand or using an electronic version followed by printing. When filling out the card manually, no blots or erasures are allowed.

If errors occur or changes need to be made (for example, when changing a surname, changing a home address or passport data), the incorrect or outdated entry is crossed out on the card, and the correct entry is placed above or next to it. Corrections made must be confirmed by the signature of a HR employee.

An important role when filling out personal cards of employees is played by all-Russian classifiers of technical and economic information (OKATO, OKIN, OKSO, OKPDTR), the use of which allows you to correctly fill out the corresponding lines of the card (Table 2.4).

If it is necessary to encode information in an employee’s personal card that is not included in the all-Russian classifiers, local classifiers of the organization are developed. The cards filled out when applying for a job are registered in the book of personal cards, the form of which is developed at the discretion of Polygraph CJSC.

Table 2.4

Errors in processing personal cards of JSC Polygraph

The logical conclusion of the development of regulatory support in the field of personnel records management is the preparation and approval of the Document Flow Schedule for the personnel service of JSC Polygraph. The Schedule reflects in tabular form the procedures for documenting labor relations for the following items:

drafting documents (basis for drafting, frequency, person responsible for preparation, number of copies, etc.);

preparation of documents (coordination, signing, approval);

processing of documents (registration, transfer for execution, familiarization of employees);

operational and archival storage of executed documents (place and terms of storage, frequency of submission to the archive).

The procedure for applying the considered local regulations on working with personnel documentation, as well as responsibility for its violation, must be enshrined in the Instructions for personnel records management, approved by order of the head of Polygraph CJSC.

3 OPTIMIZATION OF CASE PROCESS IN THE HR SERVICE

An automated system in an enterprise today is not a fad, but an urgent necessity. One of the trading companies managed to implement an automation project, literally from scratch. By the time of implementation, the organization’s staff numbered more than five hundred people. At the same time, the personnel service did not have a single software product.

It was difficult to establish communications between the company's services. The desire to eliminate this problem, as well as solving the urgent problem of creating a common employee database, became the main reasons for automating business processes. The project was initiated by two divisions: the financial department and the personnel service. It was they who formulated the main parameters of automation, answering three fundamental questions:

1. What would you like to get as a result of the project?
2. What financial costs will the company incur in connection with this?
3. How long will it take to prepare and implement automation?

To work on the project, an initiative group was created, which included specialists from three departments:

• information technology services its tasks included analyzing programs on the market, assessing the possibility of their interaction with IT products that the company planned to implement in the future, as well as resolving issues related to further maintenance of the program;
• financial department determination of the range of automation tasks related to payroll calculation;
• personnel services formulation of project objectives in terms of employee management.

First of all, the initiative group analyzed the information services market. It turned out that from the point of view of the tasks facing the company, almost all software products need improvement. Choosing the most convenient of them required a rather lengthy discussion, which took place over several “ round tables" These events revealed the pros and cons of various solutions. As a result, the choice was made in favor of the 1C: Salary and Personnel 7.7 program. At that time, it did not yet include the “1C: Personnel Management and Salary” block, so some modifications had to be made, which were carried out by external specialists.

A detailed action plan was developed and approved for the project, indicating the deadlines and those responsible for the implementation of each item. The entire project (development, testing, implementation and personnel training) was allocated 4 months (Table 3.1). First of all, employees of each HR department decided what data they needed in electronic form. For the HR inspector personnel document flow, for the HR manager the candidate database (previously it was collected on paper), for the training specialist lists of those who attended training (all company personnel undergo training). Thus, for the personnel service it was necessary to configure several blocks:

1. “Recruitment”. A special directory was created to store the most complete information about all candidates invited for interviews, as well as potential employees of the company who might be of interest to it if some vacancies open.

2. "Training". To record information about training completion, the existing “Employees” directory was improved. It included a list of everyone who works (and previously worked) for the company. It turned out to be convenient because it contained information about each employee: date of birth, address, passport details, title of position and department, schedule, salary, etc. Therefore, this particular directory was chosen for revision. It is now possible to enter information about the date and name of the training, its results, as well as what training is necessary for the further development of the employee, both new and existing.

3.“ HR records management" This block was also refined in order to expand its capabilities, in particular, for entering a vacation schedule, monitoring its compliance, and drawing up employment contracts.

4. “Reporting and statistics.” It is the preparation of reports and the collection of statistical data that allows you to analyze the work done and formulate plans for the future. For these purposes, the following electronic reports were created:

• “Percentik” it collects information as a percentage: the staff turnover rate, the ratio of the number of candidates who were interviewed and the number of employees hired;
• “Interesting statistics” The HR department familiarizes all company employees with the data from this report every month. It contains information about how many men and women there are in the organization, statistics on education, marital status, and average length of service in the company.

Table 3.1

Project Execution Plan

No.	Project stage	Deadline	Responsible
	Determining the needs for improving the program for the financial service	01.0910.09	Financial Director
	Determining the needs for improving the program for the personnel service	01.0910.09
	Setting up program blocks for the financial service	11.0910.10	Development company
	Setting up program blocks for personnel services	11.1010.11
	Providing the company with a trial version, testing	11.1116.11
	Finalization of comments	17.1130.11
	Installing a company program, setting up access rights for employees	01.12	Company developer, financial director, head of personnel services
	Training staff to use the program	02.1207.12	Development company
	Entering all necessary information into the program	08.1231.12	Head of HR

After installing the program and testing the settings, it was time for the most difficult stage of implementation. To begin with, all employees were trained to use new program. It took place at the training center of the development company in two stages: first of all for the personnel service, then for the financial department (at this time the personnel officers were already entering information into the program). Classes were held for a week every morning from 9 to 11 o'clock. The process of mastering the program among employees proceeded at different paces, but everyone was convinced that automation allowed them to work more efficiently.

After training, all information was entered into the system (Fig. 3.1).

Rice. 3.1 Entering information about personnel

After the introduction of automation, the results were summed up. Analysis of the results showed the following:

1. Labor costs for simple personnel procedures have decreased significantly (Table 3.2).

2. The interaction between the personnel service and the financial department has been simplified.

3. It has become more convenient to store and use information about employees.

Table 3.2

Changes in the employee hiring process

Checkout point	What happened before		After automation
Entering employee data into the program	Did not have		Process duration 10 minutes
Drawing up an employment contract	Design in Excel within	15 minutes
Making an admission order			10 minutes	Design in the program 5 minutes
Filling out a personal T-2 card			20 minutes	Key press in program 1 minute

The HR department should be aware of the following difficulties in automating HR processes:

• a good and high-quality project requires a lot of money (especially if it is necessary to significantly change or supplement the program configuration);
• HR specialists involved in an automation project will have to communicate with program developers. Meanwhile, not all personnel officers can speak “the same language” with programmers (as well as vice versa), therefore, they will have to learn this;
• the process of entering all the necessary information will require maximum concentration of attention from HR employees.

CONCLUSION

Currently, the volume of work of the personnel department of enterprises in general and JSC Polygraph in particular has increased significantly. This is due to the need to conclude an employment contract in writing and prepare orders at all stages of the employment relationship, from hiring to dismissal.

In practice, there is no general agreement on how best to formalize the combination of professions (positions), changes to the employment contract in the form of permanent or temporary transfer to another job. It is also necessary to distinguish between provisions that are an integral part of the employment contract and agreements that have independent significance.

Today, the legal field in which the personnel service operates is very extensive. It includes not only the Labor Code of the Russian Federation, but also other federal laws, in particular the Federal Law of December 29, 2006 N 255-FZ "On the provision of benefits for temporary disability, pregnancy and childbirth of citizens subject to compulsory social insurance", Federal Law of April 20, 2007 N 54-FZ “On Amendments to the Federal Law “On the Minimum Wage” and other legislative acts of the Russian Federation”, according to which the minimum wage from September 1, 2007 was set at 2300 rub. per month.

An important role in regulating labor relations is played by decrees of the Government of the Russian Federation, in particular Resolution No. 922 of December 24, 2007 “On the specifics of the procedure for calculating average wages” and other regulatory legal acts containing labor law norms.

Knowledge of extensive regulatory material, judicial practice and the ability to apply them - necessary condition successful work all personnel services.

LIST OF REFERENCES USED

1. Labor Code of the Russian Federation.
2. 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.”
3. GOST R 6.30-2003
4. Andreeva V.I. Office work: requirements for the company's document flow (Based on the State Standards of the Russian Federation). - M.: Bizn.-shk. Intel Synthesis, 2004.
5. Andreeva V.I. ABOUT complex issues documenting labor relations//Human Resources Directory, 2006, No. 10.
6. Barikhin A.B. Office work: textbook. M., 2006
7. Belushchenko S. Auto order in personnel //Handbook of Personnel Management, 2007, No. 4.
8. Boriskin V.V. Official paperwork. M., 2007
9. Bykova T.A. Office work. M., 2008
10. Vyalova V.M. Personnel records management in organizations with a separate division // Personnel Directory, 2008, No. 8.
11. Galakhov V.V. Office work in the personnel service. M., 2006
12. Doronina L.A. Basics of office work. M., 2007
13. Magazine "Office Management", 2007, N 4
14. Iritikova V.S. Office work//Secretary work. 2007. - No. 1 p. 20-27
15. Kirsanova M.V. Office management course. M., 2006
16. Koryakina Yu.S. Office work. M., 2007
17. Kudryaev V.A. "Organization of work with documents" V.A. Kudryaev et al. M.:INFRA-M, 2006
18. Kuznetsov D.L. Personnel records management. M., 2007
19. Kuznetsova T. Office work. M., 2008
20. Kurnoskina L.V. Modern office work. M., 2007
21. Lenkevich L.A. Office work: textbook. M., 2007
22. Makarova N.A. Office work at the enterprise. M., 2008
23. Bad weather A.V. Organizational records management. M., 2007
24. Novikova E.A. Office work in the personnel service. M., 2006
25. Pustozerova V.M., Solovyov A.A. Hiring and dismissing employees. M.: Prior, 2006.
26. Pshenko A.V. Basics of office work. M., 2006
27. Smirnova E.P. Office work: textbook. M., 2006
28. Sokolov A.V. Documentation support for management. M., 2006.
29. Stenyukov M.V. Documentation and office work. M., 2007
30. Stenyukov M.V. Documentation. Office work: Practical. A manual for document support of enterprise activities. M.: Prior, 2006.
31. Stolyarov Yu.N. Document classification: solutions and problems. // Book: research and materials. Sat. 70. M., 2005. P. 24-40.

ANNEX 1

List of personnel documents required for the organization

No.	Document	What document regulates	Note	Shelf life
	Internal Labor Regulations (ILR)	Article 189 of the Labor Code of the Russian Federation	When hiring (before signing an employment contract), the employer is obliged to familiarize the employee with the PVTR against signature. Valid until replaced with new ones.	Constantly
	Regulations on the protection of personal data of employees	Article 86 of the Labor Code of the Russian Federation	When hiring (before signing an employment contract), the employer is obliged to familiarize the employee with the Regulations on the protection of personal data of employees against signature. Valid until replaced with a new one.	Constantly
	Staffing table (form T-3) (staffing arrangement)		It is compiled every time certain changes are made to it.	Constantly
	Book of accounting of the movement of work books and inserts for them		Stored in the HR department and maintained continuously.
	Receipt and expense book for recording forms of work books and inserts for them	Instructions on the procedure for filling out work books and inserts for them (approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69)	Stored in the accounting department along with the forms of work books and inserts for them; Forms are received by the HR department at the request of a HR employee.	50 years (but upon liquidation of the company, it is handed over to the city archive along with other documents, the shelf life of which is 75 years)
	Regulations on remuneration, bonuses and material incentives	Section 6 of the Labor Code of the Russian Federation, Chapter 21 of the Labor Code of the Russian Federation	In the presence of complex payment and labor systems and bonus systems. Valid until replaced with a new one.	Constantly
	Regulations on the training system	Articles 196, 197 of the Labor Code of the Russian Federation	If there is a training system in the organization.	Constantly
	Regulations on employee certification	Article 81 of the Labor Code of the Russian Federation	When conducting certification by decision of the employer.	Constantly
	Vacation schedule		Approved by the employer no later than two weeks before the start of the calendar year.	1 year
	Employment contract	Articles 16, 56, 57, 67 of the Labor Code of the Russian Federation	Concluded in writing with each employee.	75 years old
	Job descriptions for each position in accordance with the staffing table, work instructions for professions		Accepted at the discretion of the employer.	Constantly
	Orders for employment	Article 68 of the Labor Code of the Russian Federation	Published on the basis of an employment contract. They are announced to the employee against signature within three days from the date of actual start of work.	75 years old
	Orders for transfer to another job	Article 72.1 of the Labor Code of the Russian Federation	Issued on the basis of an agreement on transfer to another job (additional agreement to the employment contract).	75 years old
	Orders of dismissal	Article 84.1 of the Labor Code of the Russian Federation		75 years old
	Orders on main activities		Published as needed. Orders for core activities prepared by the personnel service are registered and stored in the office. The personnel service maintains the file “Copies of orders for core activities.”	1 year (copies of orders stored in the personnel department)
	Orders for granting vacations		Issued based on the vacation schedule or employee application	5 years
	Employee applications for leave without pay	Article 128 of the Labor Code of the Russian Federation	Leave without pay is provided at the request (application) of the employee in accordance with Part 1 of Art. 128 of the Labor Code of the Russian Federation or as required by law on the basis of an employee’s application (Part 2 of Article 128 of the Labor Code of the Russian Federation).	5 years
	Employee personal card (form T-2)		Conducted for each employee.	75 years old
	Employment history	Article 66 of the Labor Code of the Russian Federation, Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 “On work books”, Instructions on the procedure for filling out work books and inserts for them (approved by Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69)	The employer keeps work books for each employee who has worked for him for more than five days.	Upon dismissal, the employee receives work book in your arms. Unclaimed work books are stored in the organization for 50 years; upon liquidation of the enterprise, they are archived
	Agreements on full liability		They are concluded with employees who directly service material assets.	5 years
	Accounting book (log book) of orders for core activities	Instructions for office work in the HR service of VNIIDAD “Approximate instructions for office work in the HR service of an organization” (recommendatory)	Must be numbered and laced, sealed and signed by the employer	5 years
	Accounting book (log book) of employment orders			Same	75 years old
	Accounting book (log book) of dismissal orders			Same	75 years old
	Accounting book (log book) of orders for granting leave			Same	50 years
	Journal of registration of travel certificates			Same	5 years
	Time sheet	Part 3 of Article 91 of the Labor Code of the Russian Federation	The employer is required to keep records of the time actually worked by each employee	75 years old
	Shift schedule	Article 103 of the Labor Code of the Russian Federation	It is brought to the attention of employees no later than one month before it comes into effect.	1 year
	Logbook for inspections of inspection bodies	Federal Law of August 8, 2001 No. 134-FZ “On the protection of the rights of legal entities and individual entrepreneurs during state control (supervision)”	Conducted by all legal entities and entrepreneurs without forming a legal entity	Constantly
	Minutes of meetings, resolutions of certification qualification commissions	Regulations on certification of enterprise employees	Are being issued certification commission	15 years
	Workers' time sheets and orders harmful professions	Part 3 of Article 91 of the Labor Code of the Russian Federation	Compiled monthly.	75 years old
	Lists of workers in production with harmful conditions labor	Resolution of the Council of Ministers of the USSR of January 26, 1991 No. 10 “On approval of lists of production, work, professions, positions, indicators giving the right to preferential pension provision”	If the production has harmful working conditions; is ongoing.	75 years old
	Lists of employees retiring on preferential pensions					50 years
	Correspondence regarding the appointment of - state pensions and benefits; Preferential pension	Same.		5 years 10 years
	Occupational safety instructions by profession	Section 10 of the Labor Code of the Russian Federation		Constantly
	Briefing log (familiarization with instructions)	Section 10 of the Labor Code of the Russian Federation		10 years
	Log of employees undergoing mandatory medical examination	Article 69 of the Labor Code of the Russian Federation, order of the Ministry of Health and Medical Industry of the Russian Federation dated March 14, 1996 No. 90 “On the procedure for conducting preliminary and periodic medical examinations of workers and medical regulations for admission to the profession” (as amended on February 6, 2001)		5 years
	Accident reports	Resolution of the Ministry of Labor of the Russian Federation dated October 24, 2002 No. 73 “On approval of the forms of documents required for the investigation and recording of industrial accidents, and provisions on the specifics of the investigation of industrial accidents in certain industries and organizations”		45 years
	Acts of investigation of occupational poisonings and diseases				45 years

APPENDIX 2

Example of a document form sheet

APPENDIX 3

An example of an order to amend the forms of primary accounting documentation

APPENDIX 4

An example of an order for personnel on the order form for the main activity

APPENDIX 5

Example of an application for the issuance of a work book

APPENDIX 6

Pivot table example

1 Basakov M.I. Office work. M., 2007

2 Orlovsky Yu.P. Office work in the organization. M., 2007

3 Rogozhin M.Yu. Office work in the personnel service. M., 2007

4 Stenyukov M.V. Documentation. Office work: Practical. A manual for document support of enterprise activities. M.: Prior, 2006

5 Trukhanovich L.V. Office work. M., 2008

6 Malkova E.N. Mandatory personnel documents formed in the personnel service of the enterprise // Personnel decisions, 2008, No. 7.

7 Malkova E.N. Mandatory personnel documents formed in the personnel service of the enterprise // Personnel decisions, 2008, No. 7.

8 Malkova E.N. Mandatory personnel documents formed in the personnel service of the enterprise // Personnel decisions, 2008, No. 7.

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 the preliminary approval of the general meeting of founders), and even the procedure for approving the staffing table.
________________________________________

3. We determine the list of documents that should be in the personnel work area, and which we will draw up. The 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.
- Book of accounting of the movement of work books and inserts for them. Receipt and expense book for recording forms of work books and inserts for them
- Work records
- All statements, calculation notes and other documents relating to the calculation and payment of wages, vacation pay, compensation for unused vacations, “calculation” for dismissals, the 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 the staffing table.
- Job descriptions are mandatory if all job responsibilities workers 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 employed in jobs with harmful and (or) dangerous working conditions - if there are minor workers on staff, disabled workers, pregnant workers, women with children under three years, single mothers, persons caring for disabled children and people with disabilities since childhood, workers employed in jobs with harmful and (or) dangerous working conditions
________________________________________

4. We register the director
Check whether the director (CEO) is properly registered. If not, then first of all we register a director. He is the first employee! The documents must show from what date the director has been working. 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 “Registration of 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. Ready options the director approves the named 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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  Often in the work of personnel officers, a document such as a notice is used. Using this paper, the employer notifies employees of the legal significant moments. For example, about staff reduction. There is no single form of notification. For each case, a different option is developed. We will tell you how to draw up a notice of company reorganization and branch liquidation. How to notify employees about changes in the terms of the employment contract. How to notify an employee of the need to appear for a work book.

• Visit of the labor inspectorate

  Any employer must be prepared for the fact that sooner or later a labor inspectorate will visit him. Unfortunately, in the current situation, which is characterized by massive staff reductions, an unexpected visit can happen at any time. Let's talk about what reason an inspector might come for, what his powers are and what the employer's actions are when carrying out control activities.

• Freelance worker: “Dangerous” moments for the employer and employee

  In Soviet times, “freelance workers” were understood as citizens performing work for an organization and not being on the payroll. With the development of Russian legislation, the concept and status of a “freelance worker” has changed. The thinking of some organizational leaders remained at the level legal regulation labor of "freelance workers" in the USSR. The employer does not always think about the consequences of such relationships.

  Is it possible to get rid of the cunning “ballotman” by legal means? Can. The main thing is to recognize it.

• What to do with documents upon liquidation of an organization

  Issues of ensuring the safety of documents joint stock companies upon their liquidation were reflected in the resolution of the Federal Market Commission valuable papers. Let us quote the most important fragments for us.

• Office work in HR department

  Answers by Valentina Ivanovna Andreeva, professor of the Department of Labor Law of the Russian Academy of Justice, to questions about Documentation of the activities of the personnel service and the vacation schedule in the organization.

• Common Misconceptions

  The most common misconceptions regarding labor relations

Personnel records are necessary in any enterprise, regardless of the form of ownership, activity and number of employees. To conduct it competently and professionally, you need to be well versed in labor law, monitor changes in legislation and have skills in the field of personnel records management.

What is personnel accounting and why is it needed?

An integral part of the activities of every company is personnel records. It represents work regulated by law on registration, accounting and monitoring of the movement of employees of the organization.

Personnel activities involve registration of:

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

HR accounting also includes:

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

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

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

How to organize and who to entrust with maintaining personnel records?

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

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

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

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

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

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

Entrust HR matters to an accountant or a good secretary

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

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

Entrust HR records to an outsourcing organization

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

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

Job functions of a personnel employee

The HR officer is assigned the following responsibilities in accordance with the instructions and employment agreement:

This is an incomplete list of the responsibilities of a personnel employee; the requirements are approximate. There may be more than the above (or less), but in total these are the skills and abilities that a HR specialist must have.

Personnel records: what documents are needed?

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

• administrative (personal and production orders);
• confirming work activity;
• information and calculation;
• internal correspondence;
• control and registration logs.

Some personnel documents must be present at the enterprise. These include:
PVTR (internal labor regulations);

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

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

If something (instructions, orders, etc.) is not available, then this fact will need to be corrected. In general, one of the principles of the HR manager’s work is timeliness. It makes everyday work much easier and even gives legal force to some acts. It is actually very important not to neglect current affairs. Otherwise, they tend to grow like a snowball.

Organization of personnel records: how to keep it, where to start?

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

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

Keep logs of employment contracts and personnel orders. Create a work record book. Understand personal cards (T-2). Work with local regulations.
The main thing is to complete all current documents on time. Work based on the Labor Code and office work rules. And do not destroy personnel records. Their storage time is approved by the Federal Archive (“List…” dated 10/06/2000).

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

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

Keeping personnel records, especially in a large company, is an incredibly responsible and enormous job. But mistakes are not allowed here! But today there is a way to automate the activities of personnel officers, which can significantly facilitate and simplify the work of the department, streamline activities, significantly reducing the risk of errors.

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

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

The program helps solve almost all problems and tasks of personnel accounting. The head of the enterprise, thanks to 1C, has the opportunity to obtain information about the state of affairs in a given department, conduct analysis and make the right decisions. management decisions. Automation also allows you to synchronize the activities of several company services (accounting, human resources, payroll department), which improves work efficiency and also creates all the conditions for timely payment of salaries.

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

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

Conclusion

So, to summarize, we can note the following:

• Personnel records are the most important part of any enterprise.
• There are several ways to organize accounting. The choice is up to the leader.
• The job responsibilities of a personnel employee are determined by the instructions and the employment contract.
• There is a list of documents related to personnel work that must be present in every company. And you should begin your career in the HR department by checking these documents.
• Keeping records is much easier if it is automated.

Personnel records are the core for normal and efficient work any enterprise. Therefore, its management must be approached with full responsibility.

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HR administration from scratch: step by step guide 2019

HR WORK FROM ZERO:

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

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

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

And certainly Rich reserves of our site will help you :

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

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

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

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

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

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

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

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

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

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

4. We register the director

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

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

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

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

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

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

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

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

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

9. We register employees for work.

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

Every day, personnel workers are faced with the need to issue orders for their main activities (business trips, leave, incentives or penalties) and other situations affecting the interests of employees, for example, temporary transfer due to medical reasons.

Office work. Orders
* Organization of office work.
* Regulations
* Approximate composition of documents
*Orders by
* Grounds for orders on personal information – reports and explanatory notes, submissions, protocols, acts
* Orders for core activities,
* Documentation
* Documents for
* Notices, notifications, directions, certificates
* Sample orders,
* Save time when

Personnel records management is a branch of activity that documents labor relations, records information about the availability and movement of personnel, as a result of which personnel procedures acquire documentary form.
Almost any personnel document has legal (commercial) value. With the help of personnel documents used as written evidence, the employer can prove its position in court. For example, an organization, in order to confirm tax benefits for profit and property tax, must submit a staffing table, salary slips, personnel orders, copies of work books, time sheets and other documents.
In practice, tax inspectors allow that if the staffing table includes the position of a lawyer or marketer, then the organization can no longer take into account the costs of paying for the services of third-party lawyers or marketers for tax purposes. However, arbitration practice confirms that in order to take into account expenses when calculating profit, it is sufficient that the services were provided within the framework of production or commercial activities, aimed at generating income and documented (Article 252 of the Tax Code of the Russian Federation).
In addition, detailed job descriptions, employment contracts and staffing tables as written means of evidence in court proceedings establish the production necessity of the organization’s expenses for business trips and expenses for training and retraining of personnel.
When documenting employment relationships, the vast majority of personnel documents contain very important information. Therefore, the attitude towards working with such documents should be extremely serious. The correctness of filling out personnel documents depends on confirmation of certain legal facts on the basis of which certain employee rights arise. This may make it difficult for an employee to obtain the right to early assignment of a labor pension, in particular for work with harmful and difficult working conditions, however, any error or inaccuracy in the title of the position may lead to the fact that the period of work in a “harmful” position will not be counted as a preferential and The employee will not have the right to an early retirement pension.
Special attention attention should be paid to the procedure for maintaining work books, which, in accordance with Article 66 of the Labor Code of the Russian Federation, are the main documents for calculating the employee’s work and insurance experience.
In general, the provision of social, pension, and other guarantees provided by Russian legislation to employees may depend on documenting labor relations.
Laws, regulations, instructions and other documents containing labor law standards are necessary for the professional work of a personnel specialist. Therefore, the first step in creating a personnel service is formation of a sufficient base of regulatory documents.
The documents that a human resources employee should have at hand every day can be divided into two separate groups.
IN first group includes legislative and by-laws containing labor law standards and labor protection standards. These documents are binding.
Co. second group include methodological documents on managerial work and personnel records management. They are advisory in nature. The documents contain recommendations on how best to draw up personnel papers and how to more conveniently organize work with them. At the same time, the personnel officer has the right to independently decide whether to adhere to these recommendations or act in accordance with corporate standards.
In the “Documents on labor law and labor protection” block, five regulatory legal acts can be noted.

First - Labor Code of the Russian Federation. This is the basic law that a personnel specialist of any organization must follow in his work. Labor Code norms regulate the procedure for hiring and dismissing employees, organizing their working time and rest time, conditions for paying wages, and providing employees with various benefits and compensation.
Second- Federal Law of the Russian Federation of July 27, 2006 No. 149-FZ"On information, information technologies and information protection"On the basis of this law, all work of the personnel service with the personal data of employees is based. For example, the issue of how the information received from the employee upon his employment will be processed and stored.
Third- Law of the Russian Federation of July 29, 2004 No. 98-FZ "About trade secrets". It establishes a list of information that may constitute a trade secret of an organization, a list of employees who have access to it, a procedure for familiarization with secret data, as well as responsibility for the dissemination of confidential information.
Fourth- Law of the Russian Federation of July 17, 1999 No. 181-FZ "On the basics of labor protection in the Russian Federation." The provisions of this document make it possible to competently build a labor protection system in an organization. And this is very important. After all, healthy and safe working conditions are one of the main conditions that the employer guarantees when concluding an employment contract with employees. If a violation of safety rules is detected labor and safety labor inspector brings the guilty officials to administrative responsibility.
Fifth - Law of the Russian Federation of August 8, 2001 No. 134-FZ"About protection of rights legal entities and individual entrepreneurs with conducting state control(supervision)". The law gives an idea of ​​the rights and responsibilities of the employer when conducting various inspections in the organization. For example, the law talks about the documents that the employer has the right to demand from the inspector when he appears in the organization, about the right of a company representative to be personally present during the inspection , on how an organization can appeal unsatisfactory inspection results.

To another group regulations, necessary in the work of the personnel service, include materials of a methodological nature on the organization of managerial work and on working with personnel documents.
Firstly, this is GOST R 6.30-2003 "Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for document preparation." This state standard determines the list of details that must be present on a document issued by the organization, the order of their arrangement, and the requirements for letterheads.
For example, the standard dictates the rules for the location of the State Emblem, the emblem of the organization and its trademark. Establishes in which case the abbreviated name of the organization is written in the title of the document, and in which it is not, and what elements the registration number of the order consists of. The standard applies to all organizational and administrative documents of the company: resolutions, instructions, orders, protocols, acts, letters. HR department employees work with all of the above documents.
Secondly, This Scroll standard management documents generated in the activities of organizations, indicating storage periods, approved by Rosarkhiv on October 6, 2000. This normative act provides an exhaustive list of internal documents, depending on their legal significance, regulates the procedure and terms of their storage. How long should, for example, the staffing table, bonus regulations, timesheets, job descriptions and other documents be kept, a personnel employee will learn from this departmental document.
Third, This unified forms primary accounting documentation for labor accounting and payment. Forms of orders for hiring, dismissal, transfer, referral to business trip, about promotion, as well as forms of employees’ personal cards and some other documents are included in the album approved Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1.
Moreover, maintaining these unified forms in accordance with clause 2 the said resolution mandatory for all organizations operating on the territory of the Russian Federation, regardless of the form of ownership.
Fourth, this is the Decree of the Government of the Russian Federation dated April 16, 2003 No. 225.
"About work books"and Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69" On approval of the Instructions for filling out work books". These documents will be needed by the HR officer when working with employees' work books. The recommendations contained in these documents will help the HR employee fill out the employee's work book correctly, without errors, and, if necessary, make appropriate changes to it or issue a duplicate instead of a damaged or lost document.
Fifthly, these are intersectoral enlarged time standards for work on staffing and accounting of personnel and intersectoral consolidated time standards for work on documentation support for management, approved Resolution of the Ministry of Labor of the Russian Federation dated November 25, 1994 No. 72. These documents can also be included in the list necessary tools personnel officer With their help, you can calculate the number of HR employees, as well as determine the amount of time each of them needs to perform their job duties.
It is necessary to follow the recommendations contained in the regulatory and methodological documents, although they are not mandatory. The fact is that in most cases they simplify working with documents. In addition, the labor inspectorate attaches great importance to these instructions and, in case of non-compliance, may fine the organization.
It is important to know which documents are mandatory for the company, which become such only under certain conditions, and which documents do not need to be drawn up, since they are advisory in nature. This will allow you to be well prepared for the meeting with labor inspectors.
When creating documents, HR specialists need to be guided in their activities by the following:

1. View internal documents, the procedure for their development, approval, etc. the one that is convenient for the organization is used;
2. View external documents must comply with the general rules for giving these documents legal force;
3. Documents must be stored in the organization taking into account the requirements of the archival service.

Giving documents legal force

For a document to have legal force, the following rules must be observed:
1. The employer is obliged to comply with the current legislation when preparing it;
2. A document may be published only within its competence;
3. The employer is obliged to comply with national rules for the preparation and execution of documents.