Documents on personnel, which should be in every organization. Documents on personnel, which should be in each organization Primary documentation in personnel records management

If we analyze the question of what the job responsibilities of a personnel department specialist are, then the result obtained will be a real discovery for many readers. Many decades ago, even in a country that has not been on the world map since 1991, a stereotype was formed that a “personnel officer” is a rather prestigious position occupied by close relatives or good friends of the heads of enterprises, factories and factories. Stable labor legislation and a well-established mechanism for hiring and dismissing Soviet citizens for work guaranteed "personnel officers" a quiet life and a minimum number of duties performed. In a word, the personnel department at a large Soviet enterprise has always been considered a small "paradise" corner for its employees, and many representatives of the older generation have retained a similar attitude towards employees. personnel departments and in modern economic conditions.

But, to what extent this stereotype corresponds to the real state of affairs, what has changed in the list of duties of HR specialists over the past decades, and whether this profession is prestigious and in demand in the modern labor market - these are the questions that can be considered main theme submitted article. Readers will learn a lot of new and useful information, which will not only increase their general level of erudition, but will also bring practical benefits to the unemployed, students and future applicants.

Job Responsibilities of a Human Resources Specialist in a Modern Enterprise

Before moving on to detailed study question, what are the job responsibilities of a personnel specialist, consider what the personnel department is in a modern enterprise. submitted structural element any firm, organization or institution performs a number of functions necessary to ensure the normal operation of the entity entrepreneurial activity or a non-profit structure, regardless of belonging to a particular sector of the economy.

If we are talking O small firm, where there is no corresponding department, then its functions are performed either by a specialist (manager) for personnel, or they are distributed among several employees from the administrative staff. But this option is possible only if the assignment of the functions of personnel specialists is provided for in the employment contract. For example, no one can force the chief accountant to do the work of personnel officers, since this is prohibited by the Labor Code of the Russian Federation.

The personnel department, regardless of the size, direction of activity and form of ownership of the enterprise, works in two main directions:

provides the company with the necessary personnel: analyzes the needs for new employees, develops a staffing table, selects qualified personnel with experience in certain work;

forms the personnel policy of the company (requirements for employees, staff development, etc.).

If we discard the special terminology and other minor nuances, then we can say that the main objective the existence of the human resources department is to provide the company with the necessary personnel with a sufficient level of qualification, which is necessary to perform the basic functions of the company.

The responsibilities of human resources in modern enterprises include:

Based on the specifics of the company's activities, the creation of staffing plans for all its divisions.

Hiring, transferring to another position, as well as dismissal of employees, including the execution of all necessary documents.

Personnel accounting.

Organization of storage work books, filling them out, as well as maintaining other related documentation.

Creation of comfortable working conditions for the personnel, in accordance with the current labor legislation.

Development of proposals for improving working conditions.

Preparation of documentation and reports for commissions that check the implementation of labor legislation.

Instructing employees and monitoring the implementation of instructions received.

Prevention of violations of discipline.

Maximum assistance in the employment of laid-off employees.

At each enterprise (where the relevant department operates), the HR specialist performs certain job duties from the list provided, ensuring efficient work not only of this department, but of the entire enterprise/institution.

Key Responsibilities of the Human Resources Specialist

The list of HR responsibilities presented in the previous section includes their general tasks, which consist of the individual daily functions of different HR professionals. For example, a personnel manager (the modern version of the title of a department specialist) performs the following functions:

develops staffing and job descriptions;

deals with personnel documentation and ensures its safety;

prepares documents on labor protection at the workplace (separately for each position);

prepares local documentation, instructions, regulations, regulations;

deals with issues statistical reporting, including documents on the number and movement of personnel and monthly reports on FP-4;

maintains personnel registers, prepares orders for appointments, transfers, dismissals;

maintains personal files of employees;

draws up vacation schedules, makes changes to the listed documents, etc.

At some enterprises (depending on the number of employees), the job responsibilities of the leading HR specialist also include the following functions:

Ensures the relevance of information in the data bank about the personnel of the company, timely making all the changes that occur.

Deals with employee pension insurance cards and other documents related to pension provision in accordance with the current legislation of the Russian Federation.

Collects information on staff turnover, analyzes it, develops programs to eliminate this negative trend.

Keeps track of the storage time of all documentation, prepares papers for archiving, if required by applicable law and the internal regulations of the enterprise.

Supports the observance by employees of the organization of labor discipline and internal rules of the enterprise.

If we turn to the issue of direct work with personnel, then the personnel department performs the following functions:

deal with issues of military registration;

prepare sick leaves for transfer to the accounting department;

deal with issues of professional training of personnel: organize trainings, advanced training courses, seminars, etc.;

organize the preparation of certificates for employees of the company, make copies and extracts from the original documents that are stored in the personnel department;

provide advice on labor law issues;

take care of working hours and monitor labor discipline(depending on the specifics of the enterprise, these functions may belong to the heads of structural divisions);

draw up and control the process of preparing documents that are necessary for business trips;

develop systems of rewards and punishments for employees, taking into account the position held, the level of responsibility and other factors.

Pay attention to the fact that, despite the rather large list of responsibilities that are assigned to employees of the personnel department, quite often all the listed work is performed by one person, for example, when the company's staff consists of ten to twenty employees. But if we are talking about a large enterprise, where thousands of specialists of the most different specialties, then the personnel department is a kind of “firm within the firm” with its own rules, laws and clearly assigned responsibilities. And the activity of this department, unlike the work of the calm Soviet personnel officers mentioned at the beginning of the article, greatly affects the overall productivity, profitability and other important economic indicators work of a large company.

Despite the fact that each HR specialist has job responsibilities, which are briefly reflected in the internal documents of the company, in reality this issue is decided by the head of the department. Let us consider how this happens in practice, if we take the particular manufacturing enterprise employing up to 300 people. The personnel department, based on the results of work for the past month, receives general fund wages– $4,000 distributed by the boss structural unit.

A fair manager who looks several months ahead knows which of his subordinates deserves a bonus, who has tried, but has not yet been able to show the desired result, and who can be punished. According to this principle, he distributes the salary, and after a month he looks at what conclusions his subordinates have made. Six months are enough for such a boss to create an effective personnel department that will fully satisfy the general needs of the enterprise for qualified personnel so that the company works at 100%.

Personal and professional qualities of an employee of the personnel department

Each HR specialist, in order to perform the functions and duties assigned to him, must have certain professional skills and personal qualities.

The legislation of the Russian Federation establishes the following framework in relation to the inspector of the personnel department:

– Secondary vocational education or primary vocational education, but in combination with the passage of relevant courses and practice in the specialty for 3 years, as well as with at least 1 year of experience in this enterprise.

But, as a rule, they close their eyes for these moments if you:

know the labor legislation perfectly and know how to apply this knowledge in practice;

prove to the owner/manager of the enterprise that you know how to properly maintain employee cards and their work books;

know the basics of office work well and can offer for the enterprise computer program, which greatly simplifies the work of the personnel department;

know very well everything related to labor protection;

know how to schedule vacations, understand and follow the pension legislation;

you can accurately distinguish a person who is able to benefit the common cause from an idler or a swindler.

In addition to the points listed above, which fall under the category professional qualities, to successfully work as a human resources specialist, you must be a good psychologist, be able to win over strangers, and also instantly catch deceit, uncertainty, increased interest and other non-standard manifestations of emotions of applicants for a position in your company. Very often, these innate qualities and acquired life experience are valued much more than the best education in this field of activity.

If you decide to work in the HR department, do not forget that the results of your activities must comply not only with verbal agreements with the employer (this may be the owner of the company, its CEO or the head of the department), but also the signed internal documents of the organization, as well as the current legislation in this matter. Naturally, any violation entails the appropriate punishment.

Having studied all the job responsibilities of the presented area of ​​activity, you must, first of all, decide on your own how the profession of a human resources specialist corresponds to your interests, life goals and future plans, perhaps it will bring you only positive impressions, but the possibility of negative experience is not excluded.

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How to work in the personnel department | you and work

Personnel records management of the company is carried out by the inspector of the personnel department, in other words, the inspector for personnel or personnel officer. A decree of the Ministry of Labor dated 21 August 1998 detailed his day-to-day duties. At the same time, specialized single directory by qualification indicates about 15 professions, guided by the job description of the personnel officer. It clearly defines the boundaries of interaction with personnel, the main responsibilities, requirements and functions, as well as the rules and procedures for maintaining documentation. Despite the fact that this is his main and fundamental task, he can also participate in solving other tasks in the management of employees. It all depends on the requirements that the specialist is put forward by this or that organization in which he carries out his work.

Job requirements for a HR officer

A personnel officer can be called a personnel department specialist, personnel inspector, head of the personnel department, and also, to one degree or another, connect a dozen more professions with this name. But despite the general focus in working with personnel documents, there are significant differences. Let's take a look at them.

Requirements for a Human Resources Specialist

The job description of a specialist in the personnel department is developed by the head of the personnel service. And it is approved by the top management of the organization. It clearly spells out the duties, powers, functions of a specialist, indicates the internal regulations of the organization. A specialist can become a person who has sufficient vocational training, one year of work experience and the availability of the necessary education.

Since this specialty provides access to confidential information, the employee is responsible for his actions. And in the event that his actions caused damage to the company, he will be liable in accordance with applicable law.

The Human Resources Specialist performs the following tasks:

• Registration of documentation when hiring or dismissing personnel, transferring them to other staff units in accordance with the labor code and the order of managers.
• Accounting for the work and changing any data of employees at all levels in accordance with documentary standards, and making these changes to the personnel databases.
• Collection of data for certification or for advanced training.
• Management of the mechanism of encouragement and punishment.
• Conducting personal files of employees, collecting personal information.
• Preparation of work books and contracts.
• Development of a schedule and monitoring of its implementation.
• Determination of vacation periods and monitoring their implementation.
• Maintaining archive documentation.

Requirements for a Human Resources Inspector

Job responsibilities include:

• Maintaining documentation on the acceptance and dismissal of employees, job changes.
• Maintaining personal files of staff, making changes and additional data.
• Registration of work books and their storage.
• Dealing with sick leave, vacations and benefit payments. monitoring of their compliance.
• Processing documentation for the calculation of pensions, work benefits and compensation.
• Entering changes in personnel data into the database.
• Revealing possible problems in the team and the reasons for the "turnover" of personnel.
• Working with the archive.

At first glance, there are few differences between the specialty "HR inspector" and the profession "HR specialist". But they are: a person with a secondary education can be accepted for this position. Seniority is not one of the main requirements and may not be taken into account at all.

The duties of the inspector include the selection of personnel for open vacancies in accordance with the professional requirements put forward.

Requirements for the Head of Human Resources

borrow leadership position only if you have a higher education and at least three years of work experience in a similar position. A person is appointed to the position of chief by order of the supreme leader. After that, he remains accountable directly only to the head of the company. Its activities are carried out strictly within the framework of the internal charter of the organization, the labor code, civil law and other legal documents, based on the job description.

Job responsibilities:

• Development and monitoring of compliance personnel policy organizations.
• Monitoring the need to update the working staff.
• Control staff units according to the available powers.
• Carrying out certification and analysis of its results.
• Improving existing mechanisms for dismissal, hiring or moving personnel to other positions.
• Improving the system of interaction between personnel.
• Monitoring the performance of the duties of the personnel department.
• Monitoring the execution of awards and incentives.
• Implementation of measures to establish labor discipline, increase the level of motivation of employees for their direct work activities.

The head of the human resources department prepares and reviews internal information that is intended for senior management. It is also within his competence to conduct consultations in accordance with the direction of his position. The high level of training of the head of the personnel department is evidenced by his knowledge of the legal documents of the Russian Federation, various methods for assessing the work of personnel, understanding the structure of the organization, knowledge of the requirements for filling out and processing documentation, existing labor standards. The instruction, which spells out all the duties of the head of the personnel department, the inspector and the specialist in working with personnel, is drawn up according to the model for each category. And signs in the process of applying for a job.

In order to apply for a HR position, you must:

• Provide everything Required documents, depending on the position chosen, including: a diploma of the necessary education, documents confirming the length of service, and so on.
• A completed application form.

According to the general pattern job description, the personnel officer refers to specialists. His appointment or dismissal from his post takes place on the basis of the order of the general director of the organization on the proposal of the immediate superior.

Earlier in the article, we considered the requirements for applicants for each possible position. Depending on the category (inspector, specialist or supervisor), when hiring, the immediate supervisor monitors their compliance.

In the event that the personnel officer is temporarily unable to fulfill his duties, they will be performed by a person replacing him.

The recruiter should be aware of the following:

• Legal and legislative documents related in any way to the labor process, the process of maintaining and managing the personal files of employees, issuing pensions, maintaining work books and concluding employment contracts.
• The structure of the company and the ways in which personnel interact within it.
• current labor law.
• Rules for working with personnel and preparing reports.
• Rules for maintaining personal data of employees.
• The procedure for maintaining pensions, vacations, accrual of benefits, compensations, etc.

In accordance with the law, the Regulations on the personnel department of the organization itself, its charters, internal regulations, orders of the management and job description, the activities of the personnel officer are carried out.

In accordance with the existing and established basic duties and rights prescribed in the Decree of the Ministry of Labor of August 21, 1998, the organization draws up a job description for the positions held. It may include additional clauses on processing or vacation conditions, a schedule, additional requirements and other important conditions.

The development of instructions is carried out by the top management of the organization, his deputies or direct superiors of personnel officers. In the process, it is agreed with lawyers, signed and comes into force.

Here is an example of a sample job description, on the basis of which an organization can draw up its own version:

As can be seen from the instructions, the personnel specialist should not only be engaged in the selection and placement of employees, but also in other activities.

An equally important point that must be indicated in the instructions is the rights of the employee.

And no less important section is the responsibility of a specialist, since he works mediocrely with personal affairs and has confidential information.

Human Resources Specialist Rights

When compiling instructions, this is an important point, which should not be omitted. Despite the fact that the coordination of the drafted job description with representative bodies for the protection of personnel is not provided for by the legislation of the Russian Federation, approval usually takes place with the legal department in order to avoid violating the rights of employees.

The personnel officer has the following rights:

• To get acquainted with the existing documentation and decisions of the company's leaders directly related to its activities.
• Have access to information that is necessary for the performance of his job duties.
• Put forward proposals for improving the work and conditions directly related to the performance of its activities.
• Receive in full quality organization technical and informative conditions for the performance of duties.

Responsibility of the Human Resources Specialist

The personnel officer is liable in accordance with the legislation of Russia for violation of his direct duties:

• In case of non-fulfillment or poor-quality performance of their immediate duties.
• In case of violation of the instructions and orders of the organization, work schedule and due discipline.
• In case of violation of trade secrets or disclosure of personal data of personnel.

The head of the company or the head of the personnel department, whose task is to regulate the activities of the personnel department, can be held liable for:

• Lack of formalized contracts with employees.
• Lack of personal matters.
• No vacation schedule.
• Lack of documentation on labor protection.

Features of the profession faced by the personnel officer

The personnel officer, despite the extensive list of his duties, is primarily involved in maintaining documentation in a particular organization. These are orders, employment contracts, regulations, statements of employees, military registration, pension, preferential, etc.

What are the characteristics of a specialist in this position?

The positive ones include:

• Labor mode. In rare cases, processing may occur. Basically, this is a standard schedule with fixed usual days off (Saturday and Sunday), as well as non-working days on public holidays. Most often work from 9:00 to 18:00, including a lunch break.
• A stable social package that includes all the necessary payments.

In small organizations, the rights of employees may be violated, there may be no social package or official registration. Therefore, when applying for a job, you need to give preference only to trusted companies that care about their employees.

• Paper work without much mobility.
• Opportunity career development and high wages.
• Office work.

The negatives include the following:

• In addition to immediate duties, a large amount of additional, not always directly related to the specialty.
• Being between employees and superiors. This can be a disadvantage when you have to resolve negative situations.
• For some, paperwork in the office will seem like a minus.
• Monotone.
• Possible disagreements in the work with accounting.
• Responsibility in case of dishonesty of the accepted employee.

An HR employee constantly encounters new people, and must have communication skills, be able to organize people and his work, be friendly and at the same time possess in modern ways staff assessments. He must have the skills of mutual understanding, and base his work on mutual cooperation. In addition, in his work, the personnel officer constantly encounters interactions with third-party organizations. Such as the Pension Fund, the State Labor Inspectorate and others).

The competence of a specialist in this field also depends on his ability to use equipment and automation tools.

Conclusion

Summing up, we can say that the profession of a personnel officer is significant and important in the current modern world. He deals not only with the selection of personnel for the company, but also with a large amount of documentation. Basically, this work is connected precisely with her: archiving, personal files, documenting admission, dismissal and movement to other positions of employees, military registration, registration of pensions, vacations and schedules. This profession will do those who like inactive work in a cozy office.

Despite this, the position of a specialist in the personnel department implies the following skills: communication skills, goodwill, organizational skills, good knowledge of legislation, which in one way or another relates to labor office work.

The personnel department also has a choice of vacancies: inspector, specialist and chief. Each involves its own level of certain skills and qualities. For example, only an applicant who has higher education and have experience in a similar position. Without experience, you can become an inspector, and then move up the career ladder.

As for any other specialty, for a personnel officer there is an established sample job description, on the basis of which various organizations claim theirs. At the same time, they indicate additional conditions depending on the detail of the company, the requirements for the profession and obligations. Also, they spelled out all the rights of the employee, responsibility and conditions of cooperation.

In this video you can get acquainted with the features of the profession personnel specialist, and, perhaps, learn something new for yourself that was not considered in the article:

Any organization that has employees must organize personnel records management. In the article we will tell you how to do it.

What is HR management?

This is the entire document flow associated with the organization's personnel: admission, transfers, dismissal, remuneration, working conditions, punishments and incentives, etc.

All these procedures must be clearly regulated, and any action in relation to an employee must be supported by a basis and a document. Documents need to be completed, organized and stored on time and according to the rules. This is HR management.

Who is responsible for maintaining the personnel records of the organization?

It all depends on the size of the organization. HR issues can be assigned to:

• to a specially created division of the company (human resources department) or an individual employee;
• for one or more employees in the order of additional load. As a rule, in small organizations, secretaries, lawyers and accountants are involved for this.
• on specialized company under an outsourcing agreement. But not everything can be transferred to an outsourcer. Maintaining work books, for example, cannot be entrusted to a third-party contractor. The leader must assign this duty by order or order to one of his “friends”.

Another option - to leave personnel records management to the head - is only suitable for very small firms.

HR records management from scratch - step by step instructions

First of all, you need to make sure that the name of the organization in personnel documents matches the name specified in the Charter.

Directors are hired in accordance with the procedure prescribed in the Charter of the company.

It is necessary to determine who is authorized to sign employment contracts and other personnel documents. In the future, you need to ensure that the documents are signed by the one who has the right to do so.

After the person responsible for personnel records and office work has been identified, and the person responsible for maintaining work books has been appointed, it is necessary to develop and approve a set of internal normative documents companies.

Mandatory internal documents

According to the Labor Code (part 2, article 22), the employer is obliged, against signature, to acquaint employees with all local regulatory documents of the company that are directly related to his work activity.

Documents that must be in the organization:

• staffing;
• internal labor regulations;
• regulation on personal data;
• vacation schedule;
• income and expense book for accounting forms of the work book and an insert in it;
• book of accounting for the movement of work books and inserts in them;
• time sheet.

There may be other documents if they are required by the specifics of the work of the organization, or the employer wants them to be. This:

• job descriptions;
• Regulations on remuneration and bonuses;
• instruction on personnel office work;
• Regulations on trade secret;
• Regulations on certification;
• collective agreement;
• Regulations on the provision of first aid to victims at work;
• Regulations on business trips;
• personal files of employees, etc.

Special rules apply to employers that meet the criteria for a micro-enterprise. Article 309.2 of the Labor Code of the Russian Federation allows such organizations to do without some local documents (shift schedule, regulation on wages, on internal regulations, etc.).

But, refusing to develop local documents, micro-enterprises must conclude labor contracts on standard form, where the relevant provisions are prescribed that replace these local documents. The form was approved by Decree of the Government of the Russian Federation No. 858 dated August 27, 2016.

It is important that internal documents do not contradict each other, labor law, employment contract and real conditions labor in the organization. Otherwise it will give rise to labor disputes with employees and will become a “weak” point in litigation. Therefore, do not claim without examining the first samples from the Internet.

Is it obligatory to draw up a manual for personnel records management?

No, not necessarily, but this document will help to summarize in one place the requirements for working with personnel papers in an organization, fix their forms and take into account the specifics of the business. With instructions, it will be easier and faster for staff to prepare documents, properly execute them and control execution.

Documents that must be for each employee

Each employee is accepted under an employment contract, whether it is a permanent employee, temporary or part-time. If in the future there will be any changes in working conditions, positions, salaries, it will be necessary to make changes to the employment contract, and for this, draw up additional agreements.

On the basis of an employment contract, an order for employment is drawn up. In the future, all actions in relation to the employee will also need to be issued by orders personnel: transfers, incentives, punishments, bonuses, dismissal, leave, etc.

For each hired employee who has worked for more than five days, make an entry in the work book. The exception is collaborators. In such cases, an entry in the labor is made only at the request of the part-time worker himself.

For each employee, you need to have a personal card in the T-2 form or a self-developed form. During the entire period of work in the organization, information is entered into it on all personnel procedures: on admission, transfers, vacations, awards, benefits, military registration data, etc.

According to the law on personal data of July 27, 2006 No. 152-FZ, it is impossible to process employee data without his consent, which means that this consent must be issued.

According to Article 91 of the Labor Code of the Russian Federation, the employer is obliged to keep records of the time worked by the employee, which means that it is necessary to keep timesheets.

Thus, for each employee in the organization must be at least:

• employment contract and additional agreements to it;
• personnel orders;
• work book (except for part-time workers);
• personal card;
• consent to the processing of personal data.

Please note that all personnel documents have different retention periods - from 1 year to 75 years. They are spelled out in the "List of typical management archival documents formed in the course of activities of state bodies, bodies local government and organizations, indicating the periods of storage”, approved by the Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558.

If the personnel records management in your organization is already running and is in a deplorable state, you will be helped by step-by-step instructions for restoring personnel records from 1C-WiseAdvice specialists. You can also entrust this task to 1C-WiseAdvice experts - they will put in order and systematize work with personnel documents.

New requirements for personnel records from 2019

The State Duma has a draft law with amendments to the Labor Code regarding the introduction of electronic personnel document management. If the project is accepted, the employer, with the consent of the employee, will be able to exchange legally significant messages with him in electronic form.

Yes, in electronic format can translate processes such as:

• recruitment;
• vacation notice;
• familiarization of employees with local regulations;
• travel arrangements;
• formation of a vacation schedule, etc.

Responsibility for the lack of personnel records management

The fine is provided for in Article 5.27 of the Code of Administrative Offenses of the Russian Federation. This is from 1000 to 5000 rubles. per official and from 30,000 to 50,000 rubles. to the organization. For a repeated violation there will be a fine of 10-20 thousand and 50-70 thousand, respectively.

The processing of personal data without the written consent of the employee is punishable by a fine under Article 13.11 of the Code of Administrative Offenses of the Russian Federation. This is 10-20 thousand rubles for official and 15-75 thousand for the organization.

To ensure that personnel documents are always in order, and labor inspection checks run smoothly, outsource personnel office work to 1C-Wise-Advice. We will take on not only duties, but also responsibilities.

Order service

Any personnel officer, getting a job in new organization, will inevitably face the need to quickly establish personnel records. It is good if the previous specialist leaves behind the documents in order. But there are also cases when personnel work has to be started almost from scratch. What documents regulate the main issues of personnel work? How to check if there are enough local acts in the company? Why is it better to take samples for registration of personnel decisions from the resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1?

What regulations should a personnel officer know

In most organizations, the work of an employee of the personnel department is not limited to the need to conduct personnel records management (register for admission, transfer, dismissal, vacations, business trips, etc.). Often, personnel officers have to be directly involved in the development of local regulations governing labor relations between an employee and an employer. In addition, the personnel officer is often assigned the responsibility of preparing for inspections by various bodies (the state labor inspectorate, the prosecutor's office, the military registration and enlistment office, Roskomnadzor, the Pension Fund of the Russian Federation, etc.). In this regard, he must know not only the Labor Code, but also a number of regulations that directly or indirectly relate to personnel work.

All these acts can be divided into certain groups(table on page 60). Most of them are mandatory for all organizations, regardless of the legal form or form of ownership. For their violation, the employer may be held administratively liable.

What local acts should be in the organization In addition to acts of the federal level, the activities of the personnel department of any company are regulated by local regulations (Article 8 of the Labor Code of the Russian Federation). The law does not contain a list of local acts on personnel records, which must be in an organization. However, some of them are mentioned in the Labor Code, which makes them mandatory.

- internal labor regulations (paragraph 3 of the second part of article 21, paragraph 5 of the first part of article 22 of the Labor Code of the Russian Federation);

- staffing (Article 15, paragraph 3, part two, Article 57 of the Labor Code of the Russian Federation, paragraph 1 of the letter of Rostrud dated March 22, 2012 No. 428-6-1, paragraph 11 of the letter of Rostrud dated October 31, 2007 No. 4414-6);

- vacation schedule (Article 123 of the Labor Code of the Russian Federation).

In addition, the law expressly states that the employer must develop local acts on wages (part two of article 135 of the Labor Code of the Russian Federation), the processing of personal data of employees (art. 87 of the Labor Code of the Russian Federation) and the approval of labor protection instructions (paragraph 23 of part 2nd article 212 of the Labor Code of the Russian Federation). If necessary, the company must have acts fixing the list of employees with irregular hours (Article 101 of the Labor Code of the Russian Federation), the procedure for dividing additional professional education by employees (part two of Article 196 of the Labor Code of the Russian Federation).

Each company determines a specific list of local regulatory documents on its own (diagram on page 63). The list of acts provided in the scheme is not exhaustive. The specifics of the organization may imply the existence of other local documents. As a rule, the list of acts is approved by order (sample on page 62).

Related Documents

The list of normative acts on which the personnel work

Scope of regulation	Name of the normative act
	General issues labor law
Basic rules and principles of relations between an employee and an employer, the procedure for formalizing personnel procedures, providing guarantees, compensations, including certain categories of employees	Labor Code Russian Federation No. 197-FZ dated December 30, 2001 (hereinafter referred to as the Labor Code of the Russian Federation)
	HR records management
The procedure for issuing personnel documents (orders No. 402-FZ "On Accounting" for personnel, staffing, vacation schedule, etc.)	Article 9 of the Federal Law of December 6, 2011
	Unified forms of primary accounting documentation on accounting for labor and its payment, approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1 (if the employer continues to apply them in accordance with the local act)
	GOST R 6.30-2003 “Unified system of organizational and administrative documentation. Requirements for paperwork”, approved by the Decree of the State Statistics Committee of Russia dated March 3, 2003 No. 65-st
Rules for the maintenance, storage and accounting of work books	Rules for maintaining and storing work books, preparing work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225
	Instructions for filling out work books, approved by the Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69
Creation of an archive in the organization in accordance with the rules for accounting, storage, acquisition and use of archival documents	Federal Law of October 22, 2004 No. 125-FZ “On Archiving in the Russian Federation
	The list of typical managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of storage, approved by Order of Russia dated August 25, 2010 No. 558
	sick leave
The procedure for filling out a sheet of temporary disability, registration of leave	Federal Law of December 29, 2006 No. 255-FZ “On Compulsory Social Insurance in Case of Temporary Disability and in Connection with Motherhood”
	Order of the Ministry of Health and Social Development of Russia dated April 26, 2011 No. 347n “On approval of the form of the sick leave form”
	Personal Information
Working with personal data of employees of the organization	Federal Law of July 27, 2006 No. 152-FZ "On Personal Data"
	military registration
Maintaining military records in the organization, the rights and obligations of leaders and responsible persons in the field of military registration	Federal Law of March 28, 1998 No. 53-FZ “On military service And military service»
	Regulations on military registration, approved by Decree of the Government of the Russian Federation of November 27, 2006 No. 719
	Guidelines on maintaining military records in organizations approved by the General Staff of the Armed Forces of the Russian Federation on April 11, 2008.
	Interaction with the FIU
The procedure and amount of insurance contributions to the Pension Fund for mandatory pension insurance of employees	Federal Law of December 15, 2001 No. 167-FZ "On Compulsory Pension Insurance in the Russian Federation"
	Interaction with the FMS of Russia
The procedure for issuing a work permit, labor regulation with foreign employees	Federal Law of July 25, 2002 No. 115-FZ "On the Legal Status of Foreign Citizens in the Russian Federation"
	Federal Law of July 18, 2006 No. 109-FZ “On Migration Registration of Foreign Citizens and Stateless Persons in the Russian Federation”
	Order of the Federal Migration Service of Russia No. 147 dated June 28, 2010 Procedure and terms of carrying out Administrative regulations approved by the order of inspection by the Federal Migration Service of the Ministry of Internal Affairs of Russia No. 338, the Federal Migration Service of Russia No. 97 dated April 30, 2009
	Checks
The procedure for conducting inspections by state and municipal authorities	Federal Law of December 26, 2008 No. 294-FZ “On the Protection of the Rights legal entities And individual entrepreneurs in the implementation state control(supervision) and municipal control”

Local acts can be called in different ways: regulations, instructions, rules, regulations, etc. The main thing is that the norms of these acts do not contradict the current labor legislation and do not worsen the position of workers. In addition, it is important to follow the procedure for their adoption (parts two, three, article 8 of the Labor Code of the Russian Federation). Otherwise, such documents are not subject to application (part four of article 8 of the Labor Code of the Russian Federation). Changes to the local normative act are made in the same order in which it was approved.

It is better to entrust the development of local acts not to one employee, but to a working group. The composition of the group and its powers should be fixed in the order (sample on page 64). Employees must be familiarized with the document against signature (paragraph 10, part two, article 22 of the Labor Code of the Russian Federation).

Where to start the audit of local acts of the company

First, you need to check whether all the required documents are available and make a list of them. If the company does not even have mandatory local acts, then they need to be developed first.

Secondly, it is important to pay attention to the correctness of the preparation of documents in terms of office work and compliance with current legislation.

Thirdly, it is necessary to check whether the procedure for the adoption of a local act is followed. So, if the company has a trade union organization, then the document must have a mark on agreement (taking into account opinions) with the trade union (Article 372 of the Labor Code of the Russian Federation).

Fourth, you need to find out what documents are missing. It is very easy to determine such acts if you first draw up and approve by order a list of documents that are mandatory for a particular organization.

Not only provisions, instructions and orders are subject to verification, but also all documents on personnel records and personnel management. The presence and compliance with the legislation of labor contracts, the correctness of keeping personal files of employees, filling out work books and inserts in them, magazines are assessed registration of orders for personnel, etc.

Do not try to cover the entire scope of work at once. Prioritize and act progressively. For convenience, it is recommended to group model documents in electronic and paper folders.

Remember the main thing

The experts who took part in the preparation of the material note:

Alexander TIMOSHENKO, Head of Human Resources Department, Legal Counsel of Aral Plus CJSC (Odintsovo, Moscow Region):

– The fundamental document in the work of any personnel service is the Labor Code of the Russian Federation. Taking into account the specifics of the organization's activities, the personnel officer may be required to know other legal and by-laws, the ability to track and take into account judicial practice and current changes in labor legislation.

Maria MASYUTINA, Senior Associate, Labor Law Practice, ANKOR Human Resources Holding (Moscow):

- The personnel officer needs to familiarize himself with the resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1. It contains templates for the majority of primary personnel documents that will be useful for processing orders, staffing, etc.

Natalia RYZHKOVA, HR and HR Documentation Manager, BDO Unicon Outsourcing (Moscow):

- Such local acts as the Internal Labor Regulations, staffing, vacation schedule, Regulations on personal data, Regulations on bonuses (in cases where the organization has a motivation system) have all the features of regulatory legal acts. Their presence in the organization and knowledge is mandatory.

Alena SHEVCHENKO, lawyer, expert of the Kadrovoe Delo magazine:

– When auditing local acts, pay attention to the compliance of their provisions with current labor legislation. Local norms of the organization do not apply if they infringe on the rights of employees in comparison with the Labor Code. This means that the labor inspectorate has the right to demand in an order that the company exclude such norms from the employer's document.

The accounting documentation group performs the function of personnel accounting and is a store of personal data obtained during initial registration and subsequent processing of the necessary information on the composition and movement of personnel.

From the point of view of the sequence of registration and accumulation of credentials about employees in the accounting documentation, two subgroups can be distinguished:

1) primary accounting documents;

2) derivative (secondary) accounting documents.

Primary accounting documents contain initial information and are filled out on the basis of personal documents provided by employees when applying for a job.

They include: a personal file, a personal personnel record sheet, an addition to a personal personnel record sheet.

Private bussiness.

Personal file - a set of documents containing personal data of an employee and other information related to his work activity.

A personal file is not mandatory as part of personnel documentation.

As a rule, personal affairs are conducted in various government bodies and in the private business sector management team workers, specialists, financially responsible persons. The employer in the conditions of modern personnel records management has the right to independently decide on the need to establish personal files. At the same time, regardless of the choice of the employer, all the necessary personal data for each employee are reflected in the personal card (unified form No. T-2).

The procedure for working with personal files is not regulated by the legislator, in connection with which employers independently decide on the issues of their formation and maintenance.

The exception is the personal files of civil servants.

The conduct of personal files of federal civil servants is regulated by Decree of the President of the Russian Federation dated June 1, 1998 No. 640 “On the procedure for maintaining personal files of persons replacing public office of the Russian Federation in the order of appointment and public positions of the Federal Public Service”.

The conduct of personal files of state civil servants of the Russian Federation is regulated by Decree of the President of the Russian Federation dated May 30, 2005 No. 609 “On approval of the regulation on personal data of a state civil servant of the Russian Federation and the conduct of his personal file”.

A personal file is drawn up after the issuance of an order for employment. Initially, documents that draw up the procedure for hiring are grouped into a personal file, and subsequently - all the main documents that arise during the period of the employee's employment with this employer.

Based on the analysis of normative acts on personnel records management and, above all, paragraph 337 of the “List of standard management documents generated in the activities of organizations, indicating their storage periods”, approved by the Federal Archive on October 6, 2000, it can be concluded that the personal file includes the following documentation:

Ø internal inventory of documents available in the personal file;

Ø questionnaire or personal sheet on personnel records;

Ø CV or resume;

Ø copies of education documents;

Ø copies of documents on approval in the position (in cases provided for by law);

Ø job application;

Ø addition to the personal sheet on personnel records;

Ø copies of orders for employment, transfer, dismissal (or extracts from them);

Ø certificates and other documents related to this employee.

According to paragraph 6.2.10. Order of the Ministry of Culture of the Russian Federation dated November 8, 2005 No. 536 "On standard instruction on office work in the federal executive authorities "documents in personal files should be arranged in chronological order as they are received.

The internal inventory of documents available in the personal file should contain information about the serial numbers of the documents of the case, their indexes, dates, headings and numbers of the sheets of the case on which each document is located. The sheets of the personal file and its internal inventory are numbered separately.

The internal inventory of documents of the personal file is signed by the compiler indicating the decoding of the signature, position and date of compilation of the inventory.

The personnel record sheet includes biographical information about the employee, his education, previous places work since the beginning of employment, marital status and more.

The employee himself fills out a personal sheet by hand when applying for a job. When filling it out, the following documents are used:

Ø passport;

Ø work book;

Ø military ID;

Ø document on education (diploma, certificate, certificate, certificate, certificate), documents of the Higher Certification Commission(VAK) on awarding degree and on awarding an academic title (diploma and certificate);

Ø documents on existing inventions.

"Questionnaire" - a document similar to the "Personal Record Sheet", which is sometimes used when applying for a job. Unlike a personal sheet, the questionnaire is signed not only by the person being hired, but also by a specialist in the personnel service.

Sometimes an employee being hired is asked to provide an "Autobiography" or "Resume".

When forming a personal file, copies of documents confirming socially significant facts are placed in it (documents on education - a certificate, diploma, certificate, birth certificate of a child, certificate of divorce, etc.). It must be remembered that in addition to copies of documents, it is necessary to make sure that the originals of the relevant documents are available.

Copies of approval documents for positions are placed in the personal files of managers (a copy of the minutes of the meeting of the Board of Directors or the founders of the company, a copy of the minutes general meeting shareholders).

If, when applying for a job, testimonials or letters of recommendation were presented, the employee drew up an application for employment, then they are also filed in the employee's personal file.

Employment contracts concluded with an employee may be part of the documents of a personal file or be formed into separate files.

Documents such as lists of inventions, scientific papers and other.

The supplement to the personal personnel record sheet is a secondary document in relation to the personal personnel record sheet, it records only changes that have occurred in the work activity and personal life of the employee. This document contains: full name of the employee and sections intended for making changes and additions. As a rule, such a document is compiled in the form of a table.

The first section records information about work, transfers, changes in the title of the position, structural unit, and so on, with reference to the date and number of the order for personnel.

The second section contains data on changes in the professional and personal life of the employee (for example, changes in marital status, place of permanent registration), in education, in advanced training, in knowledge foreign languages etc.

Changes and additions to personal data are made on the basis of orders on personnel and documents provided by employees (marriage certificates, diplomas, and so on). The oral statement of the employee is not the basis for making these changes. New documents with the changes and additions made are placed in the personal file along with previously filed ones.

In the practice of the personnel services of organizations, it is customary to include in the personal file copies of orders (or extracts from them) on transfers to another job, dismissal, incentives, imposition and removal disciplinary action, change of surnames and others. However, all this information is contained in the "Supplement to the Personal Record Sheet". In this regard, it can be recommended not to include these documents in a personal file.

Certificates of health, from the place of residence, bypass sheets, and the like may not be included in personal files, since information from them is transferred to the "Supplement to the Personal Personnel Registration Sheet". If necessary, they are formed into independent files and stored for three years.

It must be borne in mind that, in accordance with Article 65 Labor Code The Russian Federation (hereinafter referred to as the Labor Code of the Russian Federation) is prohibited, when applying for a job, to demand from an incoming person documents that are not provided for by law.

All documents related to the personal file, as they are received, are filed into a folder. Sheets of the case are numbered in the process of forming the case. When a new document is placed in a personal file, data about it is initially entered into the inventory of the case, then the sheets of the document are numbered, and only after that the document is filed.

The cover of a personal file, as well as the covers of cases of permanent storage, is drawn up and executed in the form established by GOST 17914-72 “Covers of cases of long-term storage. Types, varieties, technical requirements"(Introduced by the Resolution of the State Committee of Standards of the USSR dated July 17, 1972 No. 1411).

On the cover of a personal file, the following is indicated in full: the name of the organization, the title of the case, the surname, name, patronymic of the employee in the nominative case, the index of the case, the serial number of the case (as a rule, the personnel number) is affixed.

Under this number, a personal file is registered in the “Book (Journal) of Accounting for Personal Affairs”, which includes the following columns: serial number, last name, first name, patronymic of the employee, date of registration of the case and date of deregistration.

Personal files are stored in a safe, metal cabinets or special rooms to ensure their safety as documents strict accountability, separately from work books. Responsibility for their storage rests with the persons maintaining personnel documentation.

When working with documents that are part of personal files, it must be borne in mind that they relate to the personal data of an employee protected in accordance with applicable law.

In order to limit unauthorized access to personal data of employees, all operations for the design, formation, maintenance and storage of personal files must be performed by one employee of the personnel department, who is personally responsible for the safety of documents in the files and access to the files of other employees. Documents for the formation and maintenance of personal files are handed over to him against signature in the transfer journal by the employee responsible for the process of documenting labor relations with the employee.

The order of the employer should establish the procedure for issuing, familiarizing with the personal files of employees and the circle of persons allowed to use personal files, this can also be done in the Regulations on the personal data of employees. In the event of a document being withdrawn from the personal file, a record is made in the case summary indicating the grounds for such an action (order, permission of the head) and the new location of the document. According to clause 3.2.3. Order of the Main Archival Administration of the USSR dated May 25, 1988 No. 33 “State System documentation support management. Basic provisions. General requirements to documents and documentation support services”, a copy is made of the document subject to seizure, which is filed in place of the seized document. The mark in the inventory and the copy are certified by the signature of the employee of the personnel department.

Personal things not issued into the hands of the workers on whom they are wound up. The employee has the right to get acquainted only with his personal file in the premises of the personnel service. The fact of familiarization with the personal file is also recorded in the inventory of the case.

When working with a personal file issued for temporary use, it is prohibited to make any corrections in previously made entries, make new entries in it, extract documents from the personal file or place new ones in it and disclose the confidential information contained in it. Changes to personal files are made only by persons responsible for their maintenance.

When returning the case, the safety of the documents is carefully checked, the absence of damage, the inclusion of other documents in the case or the substitution of documents.

The personnel office stores the personal files of only working employees. Personal files can be arranged in numerical order or alphabetically by the names of employees.

After the dismissal of the employee, his personal file is removed from the folder and drawn up for transfer to archival storage. The personal files of laid-off workers in accordance with the "List of standard management documents generated in the activities of organizations, indicating the periods of storage", approved by the Federal Archive on October 6, 2000, are stored for 75 years. The personal files of managers are kept permanently. For storage, lockable metal safes and cabinets are used to ensure the complete safety of documents.

Employee's personal card.

A personal card (form No. T-2) is filled out for employees of all categories, including temporary and seasonal workers, main and part-time workers. The personal card is the main document for personnel accounting.

It is conducted throughout the entire period of the employee’s labor activity with this employer, starting from hiring, and is closed only upon dismissal. For workers hired by civil law contracts, personal cards are not maintained.

Personal card No. T-2 belongs to the group of mandatory personnel documents. The form of a personal card is unified and refers to the system of primary accounting documentation for accounting for labor and its payment, approved by the Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 “On Approval unified forms primary accounting documentation for the accounting of labor and its payment.

Due to the specifics individual areas labor activity Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for accounting for labor and its payment” approved two more accounting forms: No. T-2GS (MS) and No. T-4.

The personal card of a state (municipal) employee (form No. T-2GS (MS)) is used to record persons holding state (municipal) public service positions. Conducted instead of form No. T-2, has a similar content.

The registration card of a scientific, scientific and pedagogical worker (form No. T-4) is filled out in parallel with the form No. T-2 in scientific, research, scientific and production organizations, educational and other institutions and organizations operating in the field of education, science and technologies for accounting scientists. It is filled in on the basis of relevant documents (diploma of a doctor and candidate of sciences, certificate of associate professor and professor, etc.), as well as information provided by the employee about himself.

The significance of a personal card lies in the fact that in case of loss of a work book, it is the only document directly confirming the work experience of the employee.

Do not confuse personal card No. T-2 with documents such as, for example, a personal personnel record sheet or a questionnaire that are part of a personal file. These documents are filled in by the employee himself, drawn up in any form and may be absent if the employer does not have an approved procedure for processing personal files.

The personal card is filled out only by a personnel service specialist for all persons hired on the basis of an order (instruction) for employment (form No. T-1 or No. T-1a). Personal cards are stored in a safe, forming a separate card index alphabetically by the names of employees.

When filling out a personal card, information is used from the following documents presented by an employee when applying for a job (in accordance with Article 65 of the Labor Code of the Russian Federation):

Passports;

education document, about qualifications or availability of special knowledge - when applying for a job that requires special knowledge or special training;

Work book (for part-time workers - copies of the work book);

Insurance certificate of state pension insurance;

Certificates of registration with the tax authority;

Military registration documents (for those liable for military service).

When filling out a personal card, additional information is also used that the employee reports about himself.

Note!

In some cases, taking into account the specifics of the work, the employer may require (with the consent of the employee) the presentation of additional documents when concluding an employment contract. At the same time, the list of additional documents is not established independently by the employer, and the need to provide them must be directly established by a regulatory act: the Labor Code of the Russian Federation, others federal laws, Decrees of the President of the Russian Federation and Decrees of the Government of the Russian Federation.

In all other cases, it is prohibited to demand from a person applying for a job, any additional documents, in addition to those provided by law.

Such additional documents, as a rule, include: a birth certificate of a child, a marriage certificate, a certificate of a woman’s pregnancy, documents on disability, being in the zone of exposure to radiation in connection with an accident at Chernobyl nuclear power plant and others.

But to demand from a person entering a job to provide the specified documents in without fail the employer has no right. At the same time, the provision of these documents is in the interests of the employee himself, because otherwise, the employer will not be able to provide the employee with the benefits and guarantees required by law.

The unified form of personal card No. T-2 consists of four sheets and contains the following sections:

I. " General information»;

II. "Information about military registration";

III. "Employment and transfers to another job";

IV. "Attestation";

V. "Professional development";

VI. "Professional retraining";

VII. "Awards (encouragement), honorary titles";

VIII. "Vacation";

IX. "Social benefits to which the employee is entitled in accordance with the law";

x. " additional information»;

XI. "The basis for termination of the employment contract (dismissal)".

In section I "General Information", when specifying information about an employee, one should be guided by the following rules:

1. Surname, name, patronymic are indicated on the basis of the passport and are written down completely and legibly.

At the same time, the information coding zones are also filled in in accordance with the all-Russian classifiers: OKATO, OKIN, OKSO, OKPDTR.

Note.

OKATO - "All-Russian classifier of objects of administrative-territorial division" OK 019-95 approved by the Decree of the State Standard of the Russian Federation dated July 31, 1995 No. 413;

OKIN - “All-Russian classifier of information about the population. OK 018-95” approved by the Decree of the State Standard of the Russian Federation dated July 31, 1995 No. 412;

OKSO - "All-Russian classifier of specialties in education. OK 009-2003” approved by the Decree of the State Standard of the Russian Federation dated September 30, 2003 No. 276-st;

OKPDTR - Decree of the State Standard of the Russian Federation dated December 26, 1994 No. 367 "On the adoption and entry into force of the all-Russian classifier professions of workers, positions of employees and tariff categories OK 016-94".

2. The date and place of birth is established on the basis of a passport or other identity document, and is recorded in full, for example: "December 12, 1964." Accordingly, the code is indicated as follows: 12/12/1964.

3. Citizenship is recorded without reduction. The record of citizenship and its coding is made in accordance with OKIN, they can be as follows:

a citizen of the Russian Federation - 1;

a citizen of the Russian Federation and a foreign state - 2 (in the case of dual citizenship, it is indicated which state the citizenship is);

a foreign citizen (which state is indicated) - 3;

stateless person - 4.

4. The degree of knowledge of the language when filling out paragraph 5 "Knowledge of a foreign language" section I of form No. T-2 is indicated as follows: "I speak fluently" (OKIN code - 3), "I read and can explain myself" (OKIN code - 2) , “I read and translate with a dictionary” (OKIN code - 1).

5. All information about education (qualification, direction or specialty) is established on the basis of a document on education.

Education is recorded and coded according to OKIN and OKSO.

According to OKIN, education is coded as follows:

Primary (general) education - 02;

basic general education - 03;

secondary (complete) general education - 07;

· initial vocational education - 10;

secondary vocational education - 11;

· incomplete higher education - 15;

higher education - 18;

Postgraduate education - 19.

Completed three courses of higher educational institution refer to persons with incomplete (incomplete) higher professional education.

Two blocks of columns for filling in information about education are intended in the form No. T-2 to indicate information about the end of the second educational institution.

6. The profession (main) is indicated in full on the basis of the staff list and the order (instruction) on employment. Another profession - on the basis of documents confirming the acquisition of a second education, specialty. Encoded in accordance with the all-Russian classifier of occupations of workers, positions of employees and wage categories OK-016-94, approved by the Decree of the State Standard of the Russian Federation of December 26, 1994 No. 367 “On the adoption and implementation of the all-Russian classifier of occupations of workers, positions of employees and wage categories OK-016-94 "(hereinafter - OKPDTR).

7. The length of service (general, continuous, giving the right to a seniority allowance, giving the right to other benefits established by this employer) is calculated on the basis of entries in the work book of the employee and (or) other documents confirming the relevant length of service, indicated in days, months, years.

8. Married status is recorded and encoded according to the following possible values ​​in accordance with the OKIN:

Never been (was not) married - 1;

is in a registered marriage - 2;

· is in an unregistered marriage - 3;

widower (widow) - 4;

divorced (divorced) - 5;

dispersed (dispersed) - 6.

9. In the composition of the family, only family members are indicated, indicating the degree of relationship.

The current legislation does not general concept“family”, however, based on an analysis of the norms of Article 2 of the Family Code of the Russian Federation and Article 1142 of the Civil Code of the Russian Federation, the circle of family members can include: spouses, parents and children (including adoptive parents and adopted children).

10. Passport data are indicated in strict accordance with the passport.

11. Place of residence (according to the passport) is indicated on the basis of the passport, actual - according to the employee. The place of residence code is determined by OKATO.

The documents on the basis of which section II "Information on military registration" is filled out are:

a military ID (or a temporary certificate issued instead of a military ID) - for citizens who are in reserve;

· certificate of a citizen subject to conscription for military service - for citizens subject to conscription for military service.

According to the Instructions for the application and filling out the forms of primary accounting documentation for accounting for labor and its payment for citizens in the reserve:

paragraph 3 "Composition (profile)" - filled in without abbreviation (for example, "command", "medical" or "soldiers", "sailors" and the like);

item 4 "Full code designation of the VUS" - the full designation is recorded (six digits, for example, "021101" or six digits and an alphabetic character, for example, "113194A");

paragraph 5 "Category of fitness for military service" - written in letters: A (fit for military service), B (fit for military service with minor restrictions), C (limited fit for military service) or G (temporarily unfit for military service) . In the absence of entries in the corresponding paragraphs of the military ID, category "A" is affixed:

in paragraph 7 “He is registered with the military” is filled in (with a simple pencil):

line a) - in cases where there is a mobilization order and (or) a stamp on the issuance and withdrawal of mobilization orders;

line b) - for citizens booked for the organization for the period of mobilization and for wartime.

For citizens subject to conscription for military service:

point 2 " Military rank"- the entry "subject to conscription" is made;

paragraph 5 "Category of fitness for military service" - written in letters: A (fit for military service), B (fit for military service with minor restrictions), C (limited fit for military service), G (temporarily unfit for military service) or D (unfit for military service). It is filled in on the basis of an entry in the certificate of a citizen subject to conscription for military service.

Filling in items not specifically specified in the Instructions is made on the basis of information from the listed documents.

In paragraph 8 of section II of the personal card of a citizen who has reached the age limit for being in the reserve, or a citizen who has been declared unfit for military service for health reasons, a note is made in the free line “removed from military registration due to age” or “removed from military registration due to state health."

After filling out section II “Information on military registration”, at the bottom of the second page of form No. T-2, the personnel officer must certify the indicated data with his personal signature, indicating the position and decoding of the signature. The employee also signs the second page of form No. T-2 and puts down the date of its completion. The line containing the personal signature of the employee is a sample signature on the basis of which he will be paid wages.

Note!

When information about an employee changes, the relevant personal data is entered into his personal card (for example, a change in marital status, place of residence, education, advanced training, knowledge of foreign languages, etc.), which are certified by the signature of the personnel officer. Changes and additions are made on the basis of orders for personnel and documents provided by employees (marriage certificates, diplomas, and so on). An oral statement by an employee is not a basis for making these changes, with the exception of insignificant data (for example, regarding a telephone number).

The most important are the information in section III "Employment and transfers to another job" and XI "The basis for termination of the employment contract (dismissal)".

Entries in these sections are made on the basis of an order (instruction) for hiring (forms No. T-1 and T-1a) and an order (instruction) for transfer to another job (form No. T-5) and an order (instruction) for termination (termination) of an employment contract with an employee (forms No. T-8, T-8a).

This information must be filled out with particular care, as they often serve as the basis for confirming the work experience of an employee.

In the section “Employment and transfers to another job”, he enters information as the employee works in the organization and must correspond to the entries in the work book, repeating the date, the number of the order for hiring, transferring the employee, the name of the position, structural unit. In addition, at the end of each entry in section III of the personal card, the employee's signature is affixed that he is familiar with the entry made in his work book.

The last section of the personal card XI "The basis for termination of the employment contract (dismissal)" is filled in by the employee of the personnel service upon termination labor relations with an employee. The basis for termination of the employment contract (dismissal) is the wording of the reason for dismissal on the basis of the relevant article of the Labor Code of the Russian Federation, completely repeating the entry in the work book of the employee. The date of dismissal is the last day of work of the employee. The details of the order (date and number), which is the basis for filling out this section, are also indicated in strict accordance with the entry in the work book. The dismissal records are certified by the signature of the employee of the personnel service and the employee.

Data on advanced training and professional retraining are recorded on the basis of documents (certificate, certificate) submitted by the employee or received from the personnel training department.

When filling out section VII “Awards (incentives), honorary titles”, you must specify the types of incentives (in accordance with Article 191 of the Labor Code of the Russian Federation and local regulations) applied to the employee, and you should also list state awards awarded honorary titles.

Section VIII. "Vacation" records all types of vacations provided to the employee during the period of work for this employer. The basis for making entries are orders for the provision of vacations.

Section IX specifies the social benefits to which the employee is entitled under the law.

In the "Additional Information" section, free lines can be filled with data at the discretion of the employer. For example, data are recorded on students at part-time (evening), correspondence, external studies departments of institutions of higher and secondary vocational training (the name of the educational institution, dates of admission to educational institution and its end) or about a working disabled person (on the basis of a certificate from the Medical and Social Expert Commission (hereinafter referred to as MSEC), disability group, degree of disability and date of its establishment, conclusion of MSEC on the conditions and nature of work).

Personal cards of dismissed employees are formed into an independent file in alphabetical order. Before submitting a case to the archive, all cards must be drawn up in accordance with the requirements of the Federal Archive and stored in the archive for 75 years.

Secondary accounting documents derivatives are based on the initial information of primary accounting documents. The main objectives of creating this subgroup of documents are:

Ensuring the completeness, reliability and dynamism of information in the work with personnel;

Ensuring the operational storage of personnel documents;

Ensuring effective search of personnel documents.

Secondary accounting documents include: an employee's personal card (unified forms No. T-2, No. T-2GS (MS), No. T-4), documentation on recording working hours and settlements with personnel, and various registration forms of accounting information.

Registration forms are maintained to record personnel records.

There are the following types of registration forms:

Registration and control cards (RKK);

Registration journals (books);

Screen forms (when using computer technology).

The forms of some magazines and books are approved by official bodies. For example, the form of the book of accounting for the movement of work books and inserts to them was approved by the Decree of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 “On approval of instructions for filling out work books”. But most forms are designed at the discretion of the employer.

In the "List of standard management documents generated in the activities of organizations, indicating the periods of storage", approved by the Federal Archives of October 6, 2000, it determined the following main accounting forms and periods of their storage:

Article number	Document type	Document retention period<*>	Note
STAFFING
Reception, relocation (transfer), dismissal of employees
	Books, magazines, accounting cards:		After dismissal
	a) admission, movement (transfer), dismissal of employees
	b) employees sent on business trips
	c) conscripts
	d) holidays
	e) personal files, personal cards, employment agreements (contracts), employment agreements
	f) issuance of work books and inserts to them
	g) issuance of certificates of wages, length of service, place of work
	h) issuance of travel certificates

Taking into account the specifics of the organization of labor at the local level, the following can also be created:

Register of part-time workers;

Journal of rewards and penalties;

Journal of registration of orders for study leave, leave without pay, etc.;

Logbook sick leave and other.

In accordance with the Order of the Main Archival Administration of the USSR dated May 25, 1988 No. 33 “State system of documentary support for management. Basic provisions. General Requirements for Documents and Documentation Support Services” all documents that require accounting, execution and use for reference purposes (administrative, planning, reporting, accounting, statistical, accounting, financial, etc.) are subject to registration, both created and used within the organization, and sent to other organizations; coming from higher, subordinate and other organizations and individuals. Registration is subject to both traditional typewritten (handwritten) documents and those created by computer technology (machine-readable, typescripts) (clause 3.2.1.2. requirements for documents and documentation support services”).

It also explains that:

« registration of documents - this is a fixation of the fact of the creation or receipt of a document by putting an index on it, followed by recording the necessary information about the document in registration forms».

The document index consists of a serial number within the registered array of documents, which, based on the search tasks, is supplemented with indexes for the nomenclature of cases, classifiers of correspondents, performers, and others.

The document index follows the following (or reverse) sequence of its constituent parts: serial registration number, index according to the nomenclature of cases, index according to the classifier used. Component parts of the index are separated from each other by a slash.

Note!

The main purpose of accounting documents is to give them legal force and duplication of information.

Duplication of information in accounting forms increases the level of its safety and facilitates the search necessary documents.

Accounting for a document with the registration number and date of registration gives it legal force (the force of evidence), which can be important in the event of a labor dispute with an employee.

Based on the analysis of the provisions on registration of documents of the Order of the Ministry of Culture of the Russian Federation dated November 8, 2005 No. 536 "On the standard instructions for office work in federal executive bodies", the following rules for registering and indexing documents can be recommended:

1. Documents are registered once: incoming - on the day of receipt, created - on the day of signing or approval.

2. When transferring a registered document from one subdivision to another, it is not re-registered.

3. Registration of documents is carried out within groups, depending on the name of the type of document, the author and the content of the document (for example, orders for core activities, orders for personnel, acts, proposals, statements, and others are registered separately).

4. Ordinal registration numbers are assigned to documents within each registered group.

5. The place of registration of the document is fixed in the instructions for office work or other local regulatory act.

6. The following mandatory composition of registration details is established: author (correspondent), name of the type of document; document date, document index (date and index of receipt of the document for incoming documents), title to the text or its summary, resolution (performer, content of the order, author, date), deadline for the execution of the document, a mark on the execution of the document (a brief record of the decision on the merits, the date of actual execution and the index of the response document) and sending it to the case No.

Note.

In accordance with clause 3.2.1.4. Order of the Main Archival Administration of the USSR dated May 25, 1988 No. 33 “State system of documentary support for management. Basic provisions. General requirements for documents and documentation support services "composition required details if necessary, it can be supplemented with other details: executors, the executor's receipt for receiving the document, the progress of execution, applications, and more. The order of location of the details on the registration forms and the use of the reverse side of the registration and control cards is determined by the employer independently.

After filling out the last page of the journal (book) of accounting, the end date is put on its cover and the journal (book) is drawn up for submission to the archive. For the main registration forms, as we have already mentioned, the Federal Archives has set the retention periods, for the rest, the employer sets the retention period independently.

A group of documentation for recording working hours and settlements with personnel is formed in the process of documenting the recording of working hours and calculating the corresponding remuneration for work.

This group of documents consists of unified forms approved by the Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for accounting for labor and its payment”, we will consider them in more detail.

According to article 91 of the Labor Code of the Russian Federation work time - this is the time during which the employee, in accordance with the internal labor regulations of the organization and the terms of the employment contract, must perform labor obligations, as well as other periods of time that, in accordance with the Labor Code of the Russian Federation, other federal laws and other regulatory legal acts Russian Federation refer to working time.

The legislator imposes on the employer the obligation to keep records of the time actually worked by each employee.

Accounting for the use of working time is necessary for the following purposes:

Ensuring control over labor discipline, in terms of the use of working time (timely attendance at work, identifying latecomers and those who did not appear; monitoring the presence of personnel at workplaces during working hours, as well as recording the timely departure of employees from work);

accounting of actual hours worked, downtime, illness, vacations and other forms of use of working time, which is the basis for calculating wages;

· Preparation of statistical reports on labor.

To record the time actually worked and (or) not worked by each employee, the following are used: Timesheet and payroll (form No. T-12) and Time sheet (form No. T-13).

The peculiarity of the design of these documents is due to the fact that they are primary accounting documents, on the basis of which it is maintained.

The absence of documents on the accounting of working hours drawn up in accordance with the current legislation, as well as the absence of any of the mandatory details in the primary accounting documents, can be qualified as unreasonable inclusion of labor costs in the composition of costs that reduce the taxable base, which will lead to the involvement of the organization in responsibility established by part 3 tax code Russian Federation.

When maintaining the Timesheet, it is advisable to be guided by the following rules:

· Accounting for the use of working time can be carried out for the organization as a whole or separately for structural units;

· Inclusion of an employee in the Timesheet and exclusion from it is carried out on the basis of the relevant order (instruction) of the employer;

· The time sheet is drawn up in one copy, signed by the head of the structural unit, an employee of the personnel service and transferred to the accounting department.

· Notes in the Timesheet on the reasons for non-attendance at work, part-time work or outside the normal working hours at the initiative of the employee or employer, reduced working hours and others are made only on the basis of properly executed documents. Such documents are certificates of incapacity for work, certificates of fulfillment of state or public duties, a written warning about downtime, a statement of part-time employment, a written consent of the employee to overtime work in cases established by law and other documents.

When filling out forms No. T-12 and No. T-13, the following symbols are used:

Partially paid parental leave

Unpaid leave granted to a child care worker

Unpaid leave granted to an employee by permission of the administration

Leave without pay in cases provided for by law

Temporary incapacity for work (except for the cases provided for by the “T” code) and leave for patient care and quarantine, issued by certificates of incapacity for work

Unpaid disability in cases provided for by law (due to domestic injury, nursing and quarantine, issued by certificates of medical institutions, and so on)

Hours of reduction of work by workers and employees against the established length of the working day in cases provided for by law

Downtime through no fault of the employee

All-day absenteeism with the preservation of wages in cases provided for by law (performance of state or public duties, liquidation emergencies, elimination of consequences of natural disasters)

absenteeism (absence from work without good reasons during the whole working day (shift), regardless of its (her) duration, as well as in case of absence from the workplace without good reason for more than four hours in a row during the working day (shift)), administrative arrest for administrative offenses, stay in a medical sobering-up station, strikes declared illegal, and other absenteeism for unexcused reasons)

Unworked hours due to part-time work at the initiative of the administration

Days off (for weekly rest) and holidays

Strike (under the conditions and in the manner prescribed by law)

Absences for unexplained reasons (until clarification of the circumstances)

Learn more about formatting questions primary documents, you can find in the book of the authors of CJSC "BKR-INTERCOM-AUDIT" "Primary Documents".

For more information on issues related to personnel records management, you can find in the book of the authors of CJSC "BKR-INTERCOM-AUDIT" "HR records management".