How to keep personnel records in the enterprise. HR management from a to z. Making a list of documents

Personnel accounting is an important part of the business of any enterprise. The details of the organization of this process will be discussed in our article.

How to start personnel records at an enterprise in 2016 (legislative framework)

Personnel accounting at the enterprise is, on the one hand, the work of the organization to document all changes in the working life and activities of the team as a whole and each staff unit of the company separately, and on the other hand, directly the personnel document flow. Organizations personnel records the enterprise should be preceded by familiarity with the legislative framework on this issue. It must be said that there are a lot of regulations related to personnel records management, since they include not only laws, but also departmental decrees, orders and various state standards.

An indicative list of regulatory documents related to personnel records, may include the following legal acts:

1. Labor Code of the Russian Federation.
2. Federal Law "On Accounting" dated December 6, 2011 No. 402-FZ (Article 9 tells about the procedure for registration personnel documents).
3. Decree of the State Statistics Committee of Russia "On the approval of unified forms ..." dated 05.01.2004 No. 1.
4. GOST R 6.30-2003 (approved by the Resolution of the State Standard of Russia dated 03.03.2003 No. 65-st), which determines the procedure for processing documents.
5. Decree of the Government of the Russian Federation of April 16, 2003 No. 225, which established the requirements for maintaining and storing work books at the enterprise.
6. Decree of the Ministry of Labor of Russia dated 10.10.2003 No. 9 on the rules for filling out work books.
7. Federal Law “On Archival Affairs” dated October 22, 2004 No. 125-FZ and Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558, defining the list of typical managerial archival documents and their storage periods.
8. Order of the Ministry of Health and Social Development of Russia dated April 26, 2011 No. 347n on the form of sick leave and the law “On Compulsory Social Insurance ...” dated December 29, 2006 No. 255-FZ, which determines the procedure for filling out a sick leave and issuing maternity leave.
9. Guidelines for the management military registration at enterprises (approved by the General Staff of the Armed Forces of the Russian Federation on April 11, 2008).

Personnel accounting from scratch step by step in a new organization (in LLC)

Organization personnel records in a new LLC, as in any other organization, may include the following steps:

1. Approval of local documentation. An analysis of labor legislation allows us to determine a number of internal documents of the enterprise, without which the company cannot do without. These include:
   

   Each organization determines a specific list of internal documentation independently.

2. Development and approval of standard forms of primary accounting documentation. Despite the fact that the requirements of the Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1 on this issue are not mandatory, it is recommended to follow the norms of this document.
3. Approval of standard forms of other personnel documents that are not related to primary accounting documents.
4. Development and approval of journals and registration books. In addition to the medical examination journal in 2016, the following books are required to be kept in personnel records management:
   
5. Formation staffing.
6. Development and approval of a standard employment contract, as well as job descriptions for staff.
7. Appointment of a person responsible for maintaining personnel records member of the workforce.

Restoration of personnel records management

Restoring the required order in documents, in contrast to organizing personnel records management from scratch, is, on the one hand, a simpler process, since many business papers and magazines have already been created, but on the other hand, it may turn out to be more difficult, since it will be necessary to detect shortcomings in the existing system.

Don't know your rights?

Restoration of lost or non-systematic personnel records management should take place in several stages:

1. General inventory of existing personnel documents in the company.
2. Checking the availability and completeness of the submitted documents.
3. Analysis employment contracts concluded with employees.
4. Studying the staffing table for the completeness of the data reflected in it.
5. Checking the availability and registration of work books of employees.

The restoration of personnel records management requires the elimination of all gaps and shortcomings identified as a result of the inventory of personnel documents.

Conducting personnel records management in a separate subdivision and for individual entrepreneurs with employees. Is this relevant for small businesses?

Sometimes the organizational form of a company can raise issues related to the order of conduct. personnel records. Let's consider some options.

The organization of personnel records management in a separate division of an enterprise can be complicated by the fact that this division, on the one hand, does not have legal independence, and on the other hand, is often located in a settlement remote from the head organization. The legislation does not provide for separate norms and requirements for personnel records management in separate divisions, therefore, each employer himself determines how to organize work in this case. Typically, one of the following schemes is used:

1. Centralized. This option involves the transfer of authority to work with personnel documentation to a single department serving both the parent company and the branch. Suitable for organizations with separate subdivisions in the same region.
2. decentralized. In this case, personnel services are created both in the parent organization and in branches. At the same time, they perform virtually the same work within the framework of a trusted division, although the powers and responsibilities of the personnel department of the central office may be somewhat broader than the competence of the same services of branches.
3. Mixed. Such a scheme involves the creation of personnel services both in the parent company and in branches with the division of delegated duties. So, only the central office can draw up employment contracts throughout the organization, but the personnel departments of the branches are also authorized to keep files or impose penalties.

A large number of questions about the need to conduct personnel records management arise from individual entrepreneurs. The opinion of the legislator on this matter is unequivocal: if an individual entrepreneur has at least one employee, personnel accounting must be carried out in full.

Small businesses are generally concerned that there is usually no professional HR officer on staff, but this state of affairs does not eliminate the need for HR records management. The duties of a personnel officer in this case are imposed on an accountant, secretary or other employee who should first be taught the features of personnel records management at special courses or seminars.

HR software - download free demo or buy?

Currently, many online resources offer free download HR management software, allowing you to automate all personnel office work or some part of it. However, in this case, as a rule, only a demo version is free, designed for several days (weeks, months) of work. To continue working further, you need to buy a license, a key or full version programs.

Such an advertising move, oddly enough, is beneficial not only to the seller of the product, but also to the consumer, as it allows you to choose the most suitable program for a particular enterprise or get acquainted with the principles of its work and develop your own. As a result, the choice remains with the employer, who decides to automate personnel records management. At the same time, you need to keep in mind that you won’t be able to save money by constantly working in the demo version of the personnel program, and if you choose one of the automation products, then sooner or later you will have to buy a license or a full version.

Thus, organizing personnel records management from scratch, you can take your time when choosing a program for maintaining personnel records and not purchase the first product that comes across. After all, the selection of the optimal option will not only allow you to automate personnel records management, but also greatly facilitate the workflow.

What is personnel records, how to properly organize it at the enterprise and what is the procedure for maintaining the necessary documentation? Who better to entrust this responsible area of ​​work - to the personnel department or an outsourcing company?

Personnel records of personnel and employees

In any enterprise, even with a minimum number of employees, there is a need to conduct personnel accounting and office work.

Personnel accounting - what is it? This is the area of ​​work of any enterprise, which provides documentary registration of the movement of personnel (from hiring to dismissal) and the organization of work of employees.

Personnel records of employees are mandatory for enterprises and organizations of any form of ownership.

What is required for good HR management? First of all, you will need to know labor law, monitor changes in labor legislation, be able to correctly draw up all the documentation, that is, possess the skills of personnel records management.

Who is responsible for HR?

In many enterprises, personnel records are maintained by the personnel service or a full-time personnel officer if the number of employees is small. With this option, the manager can organize the work in accordance with his requirements and exercise control.

But there are also disadvantages - the professionalism of a personnel officer is already checked directly at work, there is a risk of hiring an employee who will not fully cope with his duties.

You will need additional training in training or courses, you may have to look for a more competent specialist.

And this is the second option on how to organize personnel records. Some managers prefer to deal with experienced personnel officers who are recommended to them by colleagues who have tested them in practice.

Today, many enterprises choose to cooperate with outsourcing companies that specialize in personnel services. In this case, all issues - personnel records and personnel management - are entrusted to professionals who are responsible for their actions.

If such an organization of personnel records is chosen, the main thing is to find a serious company and build a system for working with it.

Organization and maintenance of personnel records

In order for personnel records to meet all the requirements of the law, it should be kept in accordance with all the rules.

There is a list of documents that must be available at the enterprise - we are talking about:

1. internal labor regulations;
2. staffing table;
3. staff time sheet;
4. vacation schedule;
5. regulation on personal data of employees;
6. employment contracts and agreements to them.

If any documents are missing, you will have to draw them up. For example, employees of an enterprise work without job descriptions - they need to be developed.

All necessary documentation should be prepared in a timely manner, in accordance with the requirements of personnel records management.

This impressive volume can be divided into two parts: various acts relating to personnel management and organization labor process and on documents of personnel of employees.

From individual documentation, we single out the need to draw up an employment contract, an order for employment, filling out an employee’s personal card and his work book.

Personnel accounting of employees involves the maintenance of journals in which employment contracts are recorded. Be sure to fill out the journals on time, where various orders are registered: on admission, on transfer, on the dismissal of employees.

It is also required to have a book of accounting for the movement of work books of employees. Orders for business trips, vacations, sick leave, local regulations - all this is also recorded in journals (books).

Proper timely recording of documents will give them legal force and help in resolving possible labor disputes.

Personnel accounting at the enterprise also includes monitoring of key risks. Let us explain - in case of non-fulfillment or violation of labor rights, sanctions in the form of fines, administrative or even criminal liability will follow.

Therefore, it is necessary to ensure that the payment deadlines are observed. wages, labor protection standards, employment quotas for disabled people, single mothers, the rights of other privileged categories of workers.

HR automation

Maintaining personnel records- Volumetric and extremely responsible area of ​​work. Today, there are opportunities to organize this activity, facilitate the work of personnel officers and minimize the risk of errors through automation.

Various programs have been developed with different capabilities, but almost all of them help to solve the problems of personnel accounting:

1. the manager can receive full information about the state of personnel records of the enterprise, analyze it and make management decisions;
2. personnel officers carry out work in accordance with the requirements of labor law: they take into account the movement of personnel, keep records of the personal data of personnel, analyze personnel, keep track of working hours;
3. the work of the personnel service, the accounting department and the accounting department is coordinated, which contributes to the correct and timely calculation and payment of salaries to employees.

A competent leader will not ignore the obvious fact - personnel records are of paramount importance for effective work enterprise, its proper organization should be taken seriously and responsibly.

The main steps for creating personnel records in a newly created company are in this video:

Today, the issue of maintaining documentation on personnel is an issue that is quite acute. On the territory of the Russian Federation, special legislation is in force, in accordance with which it will be necessary to keep such records.

Dear readers! The article talks about typical ways to solve legal issues, but each case is individual. If you want to know how solve exactly your problem- contact a consultant:

APPLICATIONS AND CALLS ARE ACCEPTED 24/7 and 7 days a week.

It's fast and IS FREE!

Moreover, violation of this can lead to quite significant troubles.

There are some features of such accounting, depending on a number of different factors. One of the fundamental is just the legal status of a particular organization.

For example, the maintenance of personnel records in a limited liability company must be carried out in accordance with a number of normative documents.

That is why the best solution would be to hire a specialist who has some experience in maintaining such records. This will make it possible to avoid fines from the labor inspectorate.

Basic moments

At an enterprise of any type, regardless of the number of employees, it is strictly necessary to maintain personnel records. There are a number of obligations of the employer to maintain such.

Separately, it should be noted that such accounting has a number of features depending on the type of organization itself. and must be carried out with reflection in such accounting.

The labor schedule implies the maintenance of work books in accordance with certain subtleties, features of the procedure.

There are many different orders that must be properly executed when carrying out certain operations within the organization.

Again, it would be best to deal with those in advance. Only in this way can many difficulties and difficulties be avoided.

What it is

Personnel accounting means documenting various procedures related to the admission and work of officially employed employees.

Moreover, such accounting must be kept not only at the enterprise, but also at the individual entrepreneur.

Today, in personnel records, the following points should be appropriately reflected:

• documentary registration of admission;
• movement of employees to positions within the organization;
• dismissal;
• other.

Such records are necessarily kept on the basis of primary personnel documentation, as well as special labor standards.

To keep records without errors, you will need a fairly extensive set of knowledge. First of all, this concerns knowledge of labor law, as well as the formats of various personnel documents and more.

In the absence of experience of this kind, it will be necessary to hire a qualified specialist without fail.

Since the inability to maintain personnel documentation can lead to the imposition of large fines. Especially it concerns .

These must necessarily reflect various kinds of moments directly related to and dismissal. A certain algorithm for compiling such books and maintaining them has been established.

For what purpose is

Personnel records as such are conducted for various purposes. Thus, it will be possible to solve a fairly extensive list of various tasks.

The main tasks that can be solved with the help of qualified personnel work are the following:

In addition to the main tasks that the personnel service solves, there are also a number of various additional areas - in which work will also be carried out.

These areas today include:

At the same time, tasks personnel department can vary quite significantly depending on many different nuances, the specifics of the work of the enterprise itself.

In addition to its main task regarding the maintenance of personnel records, this unit can perform other instructions from the management.

In each case, everything is purely individual. But it is important to remember that the list of rights and responsibilities should include the tasks assigned by management.

There are a number of restrictions that are imposed on the conduct of such activities. All of these must be reviewed in advance. This will prevent many problematic situations in the future.

This document includes an extensive list of articles under which records should be kept.

It is important to note that such a process implies not only compliance with the norms of the Labor Code of the Russian Federation, but also a number of other regulatory documents. For example, the process of issuing a work book is regulated by a separate NAP.

In most enterprises, the main task that personnel officers must solve is precisely.

Usually, this is required in the case when there is an hiring or dismissal from such an employee.

The main NPA, within the framework of which the filling of labor should be carried out, is It includes all aspects of accounting.

Separately, it will be necessary to note that labor legislation implies the formation of a number of rather specific documents.

First of all, this applies, as well as many other papers.

Separately, it should be noted the fact that, in addition to the correct filling, such documents must be stored for a certain period of time. This process has many different features.

Moreover, it is necessary to know labor legislation not only for the personnel worker himself, but also for an ordinary employee who is applying for a job.

Since in this way it will be possible to independently exercise control over the observance of their rights.

If a citizen believes that his rights are violated in any way, then he needs either a labor inspectorate. Employment law is extensive, if necessary, it is worth getting legal advice.

How to keep personnel records in an LLC from scratch on your own

The process of independent management of personnel records in a limited liability company is associated with some specifics.

There are a fairly large number of different subtleties, important specific points.

Moreover, if for some reason there is no experience in maintaining such records, then it is better to contact specialists. Since, for example, making mistakes when filling out work books is not allowed.

Accordingly, filling out other documents related to the personnel issue is also associated with certain specifics.

The situation is similar with . Such documents must be drawn up within the framework of the Labor Code of the Russian Federation.

If for some reason there is no opportunity to hire a qualified personnel worker, then you need to first analyze the following questions:

• where to begin;
• step-by-step instruction;
• paperwork;
• what journals are used in office work;
• nuances for IP.

Where to begin

HR management can be done in a variety of ways. On the this moment There are many different points directly related to such a procedure.

There are several options for this type:

• creation of a personnel service, hiring a qualified specialist;
• transfer the management of personnel records to the secretary or accountant;
• cooperation with .

Self-management of personnel records is often difficult. If you plan to keep personnel records on your own, you should definitely start with planning.

Thus, it will be necessary to determine a number of important points for the organization:

• how many employees and what qualifications should be hired;
• certain requirements are established for different categories of employees;
• How are new employees recruited?
• what costs will be required.

After all the points indicated above have been determined, it will be necessary to begin to familiarize yourself with the accounting procedure, as well as the list of documents required in this case.

The latter will need to be given special attention. Since the presence of errors can cause many embarrassing moments.

Step-by-step instruction

It will be necessary to start with organizing the document flow in an appropriate way. This primarily concerns the following:

local regulations:

1. Rules for conducting internal regulations at the enterprise.
2. Fundamentals of labor.
3. for each category of employees.
4. Regulations on labor protection.
5. Other.

• the staffing table is drawn up for each employee separately;
• staffing is drawn up;
• standard forms are drawn up for conclusions with employees;
• cards of personal employees are issued - in the form No. T2;
• standard orders.

In fact, personnel records in any enterprise are based on the list of documents indicated above. And not only in LLC, but also in other types.

This also applies to individual entrepreneurs. These requirements are not so serious, but are also established.

As far as possible, the typical mistakes in this case should be avoided. Since this can lead to significant trouble, questions from the labor inspectorate.

Paperwork

All documents that need to be drawn up for personnel records can be divided into two types according to the type of design:

It is also important to note that documents of the second type may have content requirements.

Video: how to register an employee

Again, it is imperative to carry out a preliminary review of the legislative documents that regulate this moment. This will prevent violations, avoid problems of a different nature.

What journals are used in office work

In office work, special journals must be used without fail.

The standard list of those will include the following:

• accounting of incoming and outgoing documents;
• sent information;
• incoming and outgoing correspondence;
• other.

The full list of journals used may differ depending on the field of activity of the enterprise, as well as a number of other factors.

All of these will need to be reviewed in advance. This will prevent many difficulties and difficulties.

Nuances for IP

For documentation All personnel operations in the organization require certain knowledge and skills.

Office work at the enterprise is regulated by an instruction independently developed and approved by the director. It is an internal regulatory act and is mandatory for all employees of an economic entity. It is developed and supervised by the Human Resources Department.

Dear readers! The article talks about typical ways to solve legal issues, but each case is individual. If you want to know how solve exactly your problem- contact a consultant:

APPLICATIONS AND CALLS ARE ACCEPTED 24/7 and 7 days a week.

It's fast and IS FREE!

Legislation requires the preparation of many documents that fix all parties labor relations employee with employer.

Experienced and novice personnel officers should improve their skills. To help them, Internet sites have been created, which present theoretical courses in personnel records management.

Personnel papers reflect the activities of the staff, confirm the length of service of employees, which plays a paramount role in calculating pensions. The management is responsible for the documentary fund of the enterprise.

The main details in control on paper

A competent organization of personnel records requires knowledge of the regulatory framework, tracking its changes, and orientation in the forms of documents used.

For what purpose is

The procedure for maintaining personnel records is regulated by law. In large enterprises with a large staff, as a rule, a personnel service is formed. Its employees draw up relevant documents in accordance with the requirements of the regulatory framework of the Russian Federation.

Papers can have a unified form or be developed at the enterprise and approved in local acts.

Personnel records management is an activity aimed at the development and maintenance of documents related to the accounting of personnel, working hours, payroll calculations.

Personnel issues include the following items:

• registration of employment;
• internal movement of workers;
• dismissal;
• regulation of relations between the manager and employees;
• organization of the labor process;
• others.

Proper organization of personnel records contributes to the solution of a number of problems.

Its main goals are presented in the table:

Direction of personnel work	Tasks in progress
Accounting and control	recruitment, accounting, dismissal of staff.
Planning and regulatory	selection, transfer, adaptation of workers.
Reporting and analytical	study of employees, evaluation of their work; analytical work; making report.
Coordination and information	training, education, retraining of personnel; reception of employees on official and personal matters; processing of written appeals of workers; archival and reference activities.
Organizational and methodological	documenting the work of employees; work with the personnel of departments; personnel planning and management.
Documentary	maintaining personal files, work books; drawing up orders, papers for personalized accounting; registration of sick leave, pension certificates, etc.

In Moscow and other large regions of the Russian Federation, organizations with separate divisions can keep personnel records online. For this, appropriate programs have been developed that allow the exchange of documents in electronic form.

The legislative framework

The legislative framework for personnel records management is contained in the Labor Code of the Russian Federation.

This activity is regulated by a number of legal acts:

• Instructions for filling out and applying primary documents for accounting and remuneration (Goskomstat Resolution No. 1 dated 05.01.04);
• unified documents and requirements for their preparation (Gosstandart resolution No. 65-st of 03.03.03);
• Standard instruction on office work for federal executive authorities (Order of the Ministry of Culture of the Russian Federation No. 536 dated 08.11.05);
• Rules for the work of archives (decision of the Collegium of the Federal Archives of 06.02.02);
• Rules of office work for federal executive authorities (Decree of the Government of the Russian Federation No. 477 of 15.06.09);
• Law on information, its protection and information technology No. 149-FZ dated July 27, 2006;
• Law on Consideration of Applications of Russian Citizens No. 59-FZ dated 02.05.06;
• Law on the state language of the Russian Federation No. 53-FZ dated 01.06.05;
• Law on Archival Affairs No. 125-FZ dated October 22, 2004;
• Law on trade secret No. 98-FZ dated July 29, 2004;
• Order on work books No. 117n dated 12/22/03;
• Decree on the adoption of instructions for filling out labor No. 69 dated 10.10.03;
• Resolution on work books No. 225 dated April 16, 2003;
• Instructions of the General Staff of the Armed Forces of the Russian Federation.

Required Documents

The Labor Code of the Russian Federation obliges organizations to have their own legislative framework, which includes a number of mandatory local regulatory documents.

These include:

Charter	The main founding document. It spelled out legal form enterprises, founders, field of activity, procedure for hiring and dismissal of the head, his powers. Many internal regulations of the company are drawn up on the basis of the provisions of the Articles of Association.
Labor regulations (hereinafter - the Rules)	The presence of the document is provided for by Art. 189, 190 of the Labor Code of the Russian Federation. It establishes the procedure for hiring and firing employees, the rights and obligations of the parties to the agreement, work and rest regimes, the system of incentives and penalties, and other issues regarding labor relations at the enterprise. The director approves the rules. If there is a trade union in the organization, its opinions regarding the adoption of the document are taken into account. In organizations where personnel work irregular hours, there should be a List of relevant positions and professions. It is issued in the form of an annex to the Rules.
Instructions on the protection of personal data	According to Art. 87 of the Labor Code of the Russian Federation, it establishes the requirements that must be met when processing personal information about employees, ensuring their protection, use, storage. Personal information is considered to be information about a single worker, which is necessary for the employer for labor relations. Employees should be familiar with the documents that determine the procedure for processing their data.
Regulation on labor protection	It is located in the personnel department. Each employee is familiarized with the document. In enterprises with more than 50 employees, there must be a position of a labor protection specialist.
shift schedule	Used in companies shift schedule labor. The document is urgent and is valid for a certain period at the discretion of the employer.
Papers on labor rationing	They reflect the necessary time costs for the manufacture of products (performance of work) by one employee or group and the establishment of labor standards on their basis.

Regulations

After accepting the head, the number of positions required for the normal operation of the organization is established. Taking into account the figures obtained, the production cycle and other features of the enterprise's activities, it is being prepared.

To draw up a document, a standardized form is usually used. You can download a sample for free from the Internet. The employer has the right to adjust the schedule at its discretion.

In the document, the positions are listed in hierarchical order: starting with the director and ending with the support staff. For each of them, the number of units by state, salary and allowances are indicated.

At the next stage, the work schedule is formed. It represents work schedules for all employees. If there are shifts, detailed shift schedules are created. The document briefly describes the requirements for appearance employees, behavior, daily routine, etc.

Next, a form of employment contract is developed. In this case, the main norms of the Labor Code of the Russian Federation and the internal regulatory documents of the company should be taken into account. An employment agreement is usually drawn up by the organization's lawyer or outside contractor.

The document must include the following items:

• information about the legal entity: name, address, telephone number, full name and position of the head;
• employee passport details;
• position of the employee, types of contract (permanent or fixed-term) and workplace (main or additional);
• a list of the main duties with reference to the instructions for this position;
• information on remuneration, additional payments, benefits, vacations;
• work schedule, payment for processing;
• reasons for termination of the contract and other conditions;
• signatures and details of the parties, company seal.

To check and optimize the work of personnel officers, management can conduct an internal or independent audit. This helps to reduce the risk of administrative penalties, disputes and complaints from staff.

Stages of organizing HR records management from scratch

For the formation of personnel records, it is convenient to use the following step-by-step instructions:

Preparing the necessary	To organize a personnel service, you first need to purchase furniture, office equipment, stationery, etc. You will definitely need a personnel program, for example, "1C: ZUP" and a reference legal system. Thanks to this, employees of the department will track last changes legislation and will have access to the necessary documents. A safe is needed to store labor and important papers.
Registration of the head	The director is the executive officer of any company. He signs the paperwork. To give him all the powers, he is hired under an employment agreement. An appropriate order is issued, by which he appoints himself.
Appointment of a person responsible for personnel work	In a small company, these functions may be performed by the head. If an individual employee is engaged in office work, an employment contract is drawn up with him. On its basis, an order is prepared. If the duties are assigned to one of the previously hired employees, an additional agreement and order are drawn up.
Drawing up internal acts	They are signed by the director and stored in a special folder along with orders. Local documents include the papers listed above (section "Regulatory acts").
Documenting the reception of personnel	For each employee, you should have a folder for filing all the papers related to his data and work activity (labor agreement, acceptance order, personal card).
Filling out work books	Records of admission, transfers, incentives, etc. are entered into these documents of employees. The employer is obliged to start a new book for an employee who has never worked before. Labor and a journal of their registration are in the stationery departments. These papers must be kept in a safe.

This instruction is also suitable for dummies who do not have experience in this matter.

How is accounting

To keep records, you need to properly organize the document flow.

To do this, do the following:

• develop an internal regulatory framework;
• prepare a staffing table for each state unit;
• make a regular arrangement;
• prepare labor agreements;
• develop forms for personnel;
• issue T-2 cards;
• approve application forms for employees;
• prepare internal orders.

All personnel actions must be confirmed. Their list is fixed in the regulations.

Additional points

Personnel accounting from scratch begins with the reception of personnel. It is important to properly apply for job applicants, prepare the necessary documentation.

Staffing and holidays

One of the mandatory standard documents that must exist at the enterprise is the staffing table (form T-3).

• list structural divisions and positions;
• the number of staff units for each position;
• salaries, bonuses for positions;
• organization payroll.

Subdivisions are indicated in the document in order of their importance for the work of the organization. Within them, the positions of employees should also be given in order of importance. Job titles in labor agreements and staff lists must match.

The staffing is a form of a schedule with the full names of employees entered in accordance with their positions.

The vacation schedule (f. T-7) reflects information about the time of granting annual holidays to all employees. Compiled for a year. It is approved by the director in agreement with the trade union body. The document must be issued at least 2 weeks before the new year. The data entered into it is binding on both employees and employers. The exception is beneficiaries.

The schedule includes the following details:

• department name;
• Job title;
• Full name and personnel number of the worker;
• number of vacation days;
• dates of departure on vacation according to plan and fact;
• grounds for postponement of vacation, estimated date.

2 weeks before the vacation, the employee is informed about this. An order is issued, with which the employee is familiarized against signature. In November, you can prepare an order for all heads of departments, obliging them to submit vacation schedules to the accounting department by December 1. This will facilitate the preparation of the overall schedule.

Registration of employees

The full-fledged work of the organization begins with the recruitment of employees. Filling vacancies is accompanied by paperwork.

Responsibilities of the HR Officer when hiring employees are as follows:

• registration in a special journal of an application from the applicant;
• familiarization of the beginner with the current instructions and local acts;
• execution of an employment agreement and control of its signing by the parties;
• issuing a copy of the contract to the employee and putting a note about it on the letterhead of the organization;
• execution and registration of the order in the ledger;
• filling out a personal card, filing documents in the case (statements, copies of personal papers, orders, contracts);
• transfer of documents to the payer for payroll to the employee.

When building a personnel records management system, it should initially be decided which documents must be drawn up, and which ones are needed for a specific area of ​​activity.

Required papers include:

• orders for personnel (for reception, transfer, etc.);
• personnel orders (for holidays, bonuses, business trips, etc.);
• T-2 cards;
• labor;
• agreements;

Other required papers include the following:

• staffing;
• position on OT;
• travel log;
• inner order rules;
• others.

Job descriptions and the Collective Agreement are not required, but almost every employer has these documents.

After establishing a list of mandatory documentation, you should study the statutory papers. On their basis, other documents need to be developed. Their list depends on the nature of the activities of the legal entity and the characteristics of working conditions. For example, if it is necessary to provide employees with uniforms and PPE, it is necessary to prepare an order on the procedure and terms for issuing them, which employees need them.

Compensation and benefits for work in special conditions must be documented: in hazardous industries, irregular, night work, etc. Further, they draw up the Regulations on Personnel Records Management. It reflects the list of papers necessary for the work of the organization, the procedure for their execution and storage.

The legislation does not oblige to develop such a Regulation, however, it will greatly facilitate the work of personnel officers. To work in new organization first the director is accepted, then he recruits the rest of the staff.

The composition and number of required posts reflects the staffing table. The rules of procedure reflect all work schedules, requirements for employees, etc. A standard labor agreement is developed on the basis of the norms of the Labor Code of the Russian Federation.

Before using accounting journals, they should be prepared: numbered sheets, stitched, sealed. A piece of paper is glued onto the last sheet of the firmware. The number of pages is indicated on it, the director or responsible executor signs, and a seal is put. On the first page of the journal write the name of the organization and the start date of its maintenance.

One of the most important documents of personnel records is a work book. For their maintenance, an order appoints a responsible person who fills them out and is responsible for their safety.

FAQ

The organization of personnel records has certain subtleties and nuances:

Recovery order	The procedure is not reflected in the legislation. It usually consists of the following steps: Study of current regulations. Determination of the list of required documents. Drawing up a plan for the future work of the organization. Identification of persons responsible for documents. Formation of staffing. Checking the correctness of the reception of employees, relocations, personnel changes, layoffs. Determination of the legality of the labor regime at the enterprise.
Features of individual entrepreneurs with employees	The entrepreneur hires staff according to the standard scenario. The contract is concluded in several stages: Obtaining the necessary papers. Making an application. Drawing up and signing an agreement. Formation of an order for admission. Establishment of a T-2 card. Making an entry in the labor. The employment of citizens who speak English has its own characteristics.
Small business management	In these organizations, personnel issues can be dealt with by the head himself or by a special department. An employer can outsource personnel accounting. All issues will be resolved by a third-party specialized organization. Difficulties with document flow arise if the organization is large, has structural units and a large amount of documentation. In this case, the responsibility for the transfer of papers may be assigned to the courier. At the same time, representatives of the executing organization often do not visit the customer's office, i.e., the work is done completely remotely.
Simplification of accounting in micro-enterprises	All working conditions are fixed in an agreement with the employee. In 2019, the heads of these companies and individual entrepreneurs have the right to refuse to draw up local regulations. Within 4 months from the date of loss of the status of a micro-enterprise, the management is obliged to issue a "traditional" personnel documentation.

Personnel records should be maintained at any enterprise, regardless of the form of ownership and the number of employees. The number of employees does not affect the conduct of personnel records management. All organizations are subject to the same requirements, based primarily on Labor Code RF. Therefore, companies that have just registered should be well versed in labor law and competently conduct business.

What is it for

Not a single, even the most highly technological enterprise can do without employees. Therefore, their movement must be controlled.. The organization of qualified control over the staff of the enterprise is one of the main tasks of the head.

Personnel accounting is a set of procedures, organizational issues associated with monitoring any actions of the enterprise's personnel. This kind of business allows clearly regulate any relationship between the employer and the employees of the organization.

Any movement of workers within the organization must be documented. Staff records management provides legal registration of labor relations between the organization and its employees.

Russian legislation obliges to control personnel at each enterprise. Depending on the number of full-time employees in the organization, one personnel officer or an entire department may work. Also, the number of HR managers depends on the specifics of the company. Enterprises with harmful, dangerous working conditions require more cumbersome accounting, therefore, there will be more personnel officers in the state.

If you don’t get into small nuances, in general, personnel accounting solves the following tasks:

Each organization has the right to give employees of the personnel department certain powers. Functional responsibilities may differ depending on the quantitative composition and characteristics of the company.

Step-by-step instructions for organizing accounting from scratch

When organizing an enterprise, its responsible employees face a difficult task - Establishment of the workflow, along with all the necessary paperwork.

This largely depends on the qualifications of the staff. Therefore, a person who is well acquainted with Russian labor legislation and has experience in such work should be appointed to the position of the person responsible for personnel records.

At the initial stage, together with the head of the company, you need to decide on a list of optional, but necessary for work, documentation.

Before drawing up an action plan for organizing workflow, the HR manager or other person responsible for working with staff units should study the current regulatory framework and the constituent documents of the enterprise. All personnel documentation is drawn up in accordance with them.

The step-by-step instruction for the formation of personnel records from scratch has the following steps:

1. Hiring a leader. This point is the first, because all labor regulations, contracts, staffing and other mandatory documents must be signed by the responsible person, which is the director or an authorized body.
2. Then it is necessary to form the internal rules.
3. At the third stage, the staffing table is completed.
4. In accordance with Russian legislation, a sample labor contract is drawn up.
5. Before hiring personnel, it is necessary to develop the consent of the employee to provide personal data, as well as a provision on their protection.
6. Official registration of employees, by concluding contracts.
7. Development of orders for liability, regulations on labor protection and other documentation.

After accepting all employees into the state, the personnel department begins to work as usual. The main rule is that any event related to a working relationship is documented in primary documentation.

Rules for the preparation, execution, signing of documents are regulated by the internal instructions of the enterprise. The personnel manager or another employee who is entrusted with the functions of maintaining personnel documents is responsible for all office work related to personnel.

Required documents

For the organization of regular control, it is necessary to maintain documentation on personnel records. This is a set of orders, memos and other things that record all working relationships within the company between the administration and workers.

Legal control of personnel provides legal registration and strengthening of labor relations between employer and staff.

It is not legally prohibited to draw up internal documents at the enterprise for the convenience of working with the staff. Their volume and design depends on the specifics of the institution.

At the legislative level, the following regulations are required:

• internal labor regulations (PWTR). They regulate the registration of all labor relations within the organization: hiring and dismissal, the conclusion of employment contracts, and the resolution of disputes. Based on it, they form official duties workers, their work schedule with clearly defined work and break times. The presence of rules is mandatory under the Labor Code;
• staffing schedule. Sets the number of personnel, reflects the structure of the enterprise. It lists all positions available and the corresponding salaries and allowances. From the staff list, you can get information about available vacancies. The schedule comes into force after signing by the head or the body authorized by him;
• labor contract. This document clearly defines all labor relations between the employer and staff units. It clearly spells out the job responsibilities of the employee, the rights and obligations of the parties and general provisions. The content of the employment contract must fully comply with the requirements of the Labor Code of the Russian Federation, Art. 56;
• personal cards. This document reflects all information about the employee. It can also be called a personal matter. There are no clear legal provisions on the rules for conducting personal affairs. The main thing is that all information about movement, vacation, employee incentives and the like should be entered in the card. The case is formed at the expense of personal data, photographs and copies of accompanying documents;
• orders related to hiring, dismissal or transfer to another job, granting leave;
• vacation schedule. It is drawn up taking into account the wishes of employees, the opinion of the trade union organization and the rights that certain categories of workers have;
• time sheet. It is issued to control the actual time worked by each employee. It is especially relevant for workers with flexible schedules;
• work books. They record the total work experience of a person. In accordance with Art. 66 of the Labor Code of the Russian Federation, it must be presented to workers in case of a crime at work. Employment books are stored and filled out in accordance with the Instruction approved by the Ministry of Labor of the Russian Federation;
• labor protection orders;
• regulation on the protection of personal data. This requirement of the law is very often violated by the employer. The mandatory presence of a provision is defined in federal legislation and the labor code.

Maintaining, filling out and storing all personnel documentation must be done responsibly.

For the absence of mandatory documents or their incorrect maintenance, administrative liability is provided. The amount of the fine for legal entities can reach 50 thousand rubles.

Restoration of personnel records

It is not always possible to keep personnel records properly. There are several reasons for this:

• lack of a qualified personnel control officer;
• the personnel service was not formed in the organization, and the employee who was given the “load” of personnel records management physically failed to cope with the assigned duties;
• the management of the company did not pay due attention to this department and similar reasons.

If personnel records are in a state of disrepair, they can be restored. The longer the normal work has not been done, the harder it will be to do it. First, you need to find an experienced, responsible employee who knows Russian labor legislation well.

Recovery goes through the following steps:

1. Careful study of available documents and sorting them by division and chronology. The analysis should begin with the statutory documentation from the moment the company was opened, then the personnel documentation should be checked directly.
2. Existence of documents obligatory for keeping the account is investigated.
3. Checking the content of existing documentation. You should start with work books. They must contain a record of the beginning of the employment relationship.
4. The analysis of the compliance of the contents of the staffing table, employment contracts and payroll sheets is carried out. Whether the calculation was carried out on the basis of the time sheet.
5. Learn how to fill in the correct forms. Are there all the necessary memos for work on holidays or weekends, is consent received from the employee, are these actions coordinated with the trade union organization.
6. Checking the vacation schedule and reflecting it in the timesheet.
7. Staffing analysis. Any change in professions, allowances, vacancies should be reflected in the new staffing table.
8. We begin to study the availability of employment contracts, orders and other documents.
9. We draw up a step-by-step plan for the restoration of documents. Let's start the recovery.

An employee assigned to such a complex area must, after studying the state of the documentation, accept the cases. At this stage, he describes which specific documents and in what state he has accepted. Only then does recovery begin.

Should start with restoration of employment contracts. It can be difficult to explain to employees the need to sign contracts, orders "backdated", even harder invite a non-working employee to the company for completing documents.

The chronology of events is important in personnel records. You can try to conclude labor contract from the current date, and indicate in it the actual date of acceptance for work. But Labour Inspectorate, such a document will not be considered correctly executed.

Therefore, in order to avoid the imposition of significant fines, the execution of personnel documentation must be dealt with in a timely manner.

Is it necessary for small organizations

At any enterprise, even if it has only one hired employee, personnel control is necessary. Regardless of the form of taxation, type of activity or specifics of production, a person responsible for the completeness and correctness of registration of accounting documentation must be present. This requirement of Russian labor law applies to individual entrepreneurs (IP).

That is, if a hired employee appears in the state, an individual entrepreneur needs to maintain personnel records. If the individual entrepreneur carries out its activities independently, personnel records are not needed.

The manager has the right to independently choose the method of exercising control:

• on their own. For this, a specialist of the appropriate qualification is hired;
• involvement of third-party organizations providing outsourcing services;
• use of paid Internet services.

For improper registration staffing An individual entrepreneur may incur both administrative and criminal liability..

The list of required documents for maintaining is the same for both an individual entrepreneur and a legal entity.

Differences appear when an individual entrepreneur becomes an employer for the first time. He must register with the local authorities:

• in the Pension Fund within 30 days from the date of the appearance of the first employee;
• in the social insurance fund within 10 days.

Failure to comply with this requirement entails serious penalties from the inspection authorities.

Programs that help keep personnel records

If there is only one employee in the state, personnel records are not difficult. Legislation does not limit the number of employees of an individual entrepreneur. Therefore, with the expansion of the business, automation of the workflow will be required.

The entrepreneur has the right to independently choose a special program. IN Lately the most widely used software "1C: Salary and Personnel". It helps to automate not only personnel records management, but also facilitates bookkeeping.

In addition to this program an entrepreneur can use the following platforms to automate work with personnel:

• Kors-Kadry;
• Frames Plus;
• Human Resources Department;
• Company employees and others.

Many programs have been developed. Some are paid, but allow you to use viewing versions for review, others are completely free, but have a number of limitations. There are some programs in the "cloud", the use of which requires a monthly payment.

It should be noted that no program does not remove responsibility for the correct execution and completion of documents. The software simplifies your work and provides templates for most of the required documents.

Personnel accounting is of great importance for the functioning of any organization. It allows you to clearly track the chronology of any work events, protect the rights of both employees and the company's administration. The personnel service is the face of the enterprise, by work, which is judged on the activities of the company as a whole.

In this video, visual and detailed instructions about how to organize personnel records in an organization step by step.