Personnel file documents required for registration. A guide to the personnel officer in the current work: what you need to know, what to do and how to develop

Micro-enterprises have the right to reduce personnel records management, and other organizations are required to maintain personnel document flow in full. What kind personnel documents be sure to draw up, and which ones are useful under certain conditions, see the table below.

The Labor Code is supplemented with a new one that establishes the specifics of labor regulation of persons working for employers - small businesses that are included in the category of micro-enterprises. From January 2017, "micro-babies" will have the right to organize a simplified personnel workflow!!!

List of obligatory personnel documents of the organization

	Document	Law	Shelf life	Note
1.	Regulation on the protection of personal data	Clause 8, Part 1, Article 86 of the Labor Code of the Russian Federation		Reflects the procedure for obtaining, processing and storing employee personal data.
2.	Collective agreement	part 2 of article 190 of the Labor Code of the Russian Federation	Throughout the existence of the company	Regulates the procedure for hiring, dismissal, payment terms wages, operating mode, etc.
3.	Work Order Rule	part 4 of article 189 of the Labor Code of the Russian Federation	Throughout the existence of the company	It is drawn up as an annex to the collective agreement, or in its absence, as an independent document.
4.	Regulations on remuneration (bonuses and material incentives)	Article 21 of the Labor Code of the Russian Federation	Throughout the existence of the company	In the presence of complex systems of remuneration and bonuses (time, hourly, piecework).
5.	Regulations on certification of employees	Article 81 of the Labor Code of the Russian Federation	Throughout the existence of the company	In case of certification
6.	Minutes of the meeting of the attestation commission		15 years	Issued by the certification committee
7.	Regulations on the training system	Article 196 of the Labor Code of the Russian Federation, Article 197 of the Labor Code of the Russian Federation	Throughout the existence of the company	In the case of training in order to justify the economic need for expenses.
8.	Book of accounting for the movement of work books (inserts to them)	Decree of the Ministry of Labor of Russia No. 69 dated 10.10.03		The fact of receiving and issuing a work book is recorded.
9.	Receipt and expense book for accounting forms of work books (inserts)	Decree of the Ministry of Labor of Russia No. 69 dated 10.10.03	50 years (in case of liquidation of the company, it is transferred to the State Archives)	The fact of issuing forms of work books and inserts is recorded.
10.	Orders for core business		Throughout the existence of the company
11.	Journal of registration of incoming / outgoing documents		Throughout the existence of the company	All documentation received by the personnel department is registered
12.	Journal of registration of travel certificates		5 years	Travel certificates are registered
13.	Books of accounting orders	list of the Rosarchive dated 06.10.2000	Order storage time	Separately, books are kept on accounting orders for employment, dismissal, internal displacement, etc.
14.	Job Descriptions			Formed at the discretion of the employer. Help to avoid conflicts with employees.
15.	staffing(form T-3)	Article 57 of the Labor Code of the Russian Federation	5 years	With each change, a new staffing table is formed.
16.	Vacation schedule	Article 123 of the Labor Code of the Russian Federation	1 year	Compiled at the end of each year, approved by the head of the company no later than 2 weeks before the end of the year.
17.	Labor contract	Article 16, Article 56, Article 57, Article 67 of the Labor Code of the Russian Federation	75 years old	It is concluded individually with each employee on the basis of an application for employment.
18.	The order of acceptance to work	Article 68 of the Labor Code of the Russian Federation	75 years old	Issued on the basis of an employee's application for employment and an employment contract. Signed with the employee within 3 days from the date of entry to work.
19.	Employment history	Article 66 of the Labor Code of the Russian Federation	50 years	It is issued for each employee who has worked more than 5 days, upon dismissal, it is issued by hand.
20.	Employee's personal card (form T-2)	Decree of the State Statistics Committee of Russia dated January 05, 2004 No. 1	75 years old	Issued for each employee, contains data on labor activity
21.	Employee Questionnaire		75 years old	Employee data. Access to information has a limited number of employees.
22.	Private bussiness		75 years old	Stored in a specially equipped room. Responsible for maintaining.
23.	Order for transfer to another job	article 72.1. Labor Code of the Russian Federation	75 years old	The rule of transfer to another job is fixed in the Labor Regulations.
24.	Dismissal order	part 1 of article 80 of the Labor Code of the Russian Federation, paragraph 6 of part 1 of article 81 of the Labor Code of the Russian Federation	75 years old	Upon dismissal for own will on the basis of an employee's application. When an employee is dismissed for violation of labor discipline
25.	Orders on granting holidays, duty, penalties, short-term business trips	Article 6 of the Rosarchive list dated 06.10.2000	5 years	Arranged at the direction of the manager
26.	Time sheet	part 3 of article 91 of the Labor Code of the Russian Federation	75 years old	Actual hours worked
27.	Agreement about liability		5 years	Concludes with a financially responsible person
28.	shift schedule		5 years	In case of shift work.
29.	List of employees working in hazardous production		75 years old.	If there is harmful production(to calculate preferential pension)
30.	List of retired employees		50 years	To calculate a preferential pension
31	Safety instructions	Articles 212, 225 of the Labor Code of the Russian Federation	Constantly

An employment contract is concluded with each employee of the company. True, there is an exception to this rule. The contract is not drawn up with the head of the organization, who is also its sole founder. Indeed, in this situation, he will have to sign this document for both the employee and the employer. And this is not allowed ().

One of key points in the employment contract is the procedure for remuneration.

The contract may specify the size tariff rate or salary of an employee, information about additional payments, allowances and incentive payments. There are also rules to follow here. First, the salary in the contract must be set in rubles. It is illegal to indicate the amount of the official salary in foreign currency. Rostrud regards this circumstance as a violation labor law(). Secondly, wages must be paid out at least every fortnight. This is the requirement of Article 136 Labor Code. Some employers treat this rule extremely negligently, indicating in the contract the condition for paying salaries once a month. They believe that a contract signed by the worker with this clause will release them from liability. However, it is not. Having discovered that the company does not comply with the specified requirement of the code, the labor inspectorate will most likely fine it under article 5.27 of the Code of Administrative Violations. The employee’s statement of consent to receive a salary once a month () will not save the company from a fine.

Article 57 of the Labor Code requires specifying in the employment contract the terms of remuneration, including the size of the tariff rate or salary. Thus, the size of the tariff rate (salary) should be directly indicated in the employment contract. When changing the size of the tariff rate (salary), one should make changes to the employment contract, or a reference to the local regulatory act of the employer on changing their size is allowed. At the same time, in practice, in employment contracts, instead of a specific size of the tariff rate (salary), reference is sometimes made to the staffing table. In doing so, the following should be borne in mind. When hiring (before signing an employment contract), the employer is obliged to familiarize the employee against signature with local regulations directly related to his labor activity. Thus, before signing the employment contract, the employer is obliged to familiarize the employee with the staffing table. When changing the size of the tariff rate (salary), the employer will have to regularly make changes to the staffing table, bringing them to the employee against signature.

Consider another important requisite of the employment contract - its number. It does not apply to the mandatory information provided for in Article 57 of the Code. At the same time, the unified personnel "primary organization" provides for the numbering of employment contracts. For example, the line "grounds" of the order for employment (form N T-1) suggests that it will indicate an employment contract with a number and a number. The procedure for numbering contracts is not regulated by law. Rostrud recommends using double numbering: first indicate the number of the contract itself, and then, through a fraction, a number indicating the year the contract was concluded. For example, the third in 2007 employment contract number 3/07 will be assigned. And from the beginning next year contracts can be renumbered ().

Book subtleties

Let's move on to the next mandatory document, which is often difficult to fill out. This is a workbook. We will talk:

• on the procedure for registration of labor;
• on making entries upon dismissal;
• about the rules of correction in labor.

As you know, a company must fill out a work book for each employee if:

• he worked in it for more than 5 days;
• this is the main place of work for him ().

This rule equally applies to both Russian citizens and foreigners. In other words, the company is obliged to keep work books not only for Russian, but also for foreign employees. At the same time, the design of books for the latter has some features. Firstly, it is not worth continuing to fill out the foreign labor submitted by the employee. He should have a Russian-style book. Secondly, a foreigner's "foreign" experience is not required to be "transferred" to a new labor force. Since such information is necessary when assigning a labor pension to an employee.

And a foreigner will receive it in his own state. This means that entries from the "foreign" are not needed in the Russian work book ().

And what entries should be made in the book when employees are dismissed? The most common ground for terminating an employment contract is at the employee's own request. Often, accountants doubt which article of the Labor Code should be indicated in the labor code in this case: 77 (paragraph 3) or 80. The first option is correct. The entry can be made, for example, like this: "Fired of his own free will, clause 3 of article 77 of the Labor Code Russian Federation".

This is about terminating an indefinite employment contract. But often firms conclude fixed-term contracts with employees. What should be written in the labor if such a contract is not extended?

Suppose, after the expiration of the period specified in the contract, the parties did not announce its termination. Then the condition of the urgent nature of the contract becomes invalid. This means that the employment contract is considered concluded for an indefinite period. In such a situation, the contract should be amended by concluding an additional agreement. But in this case, it is not required to make any entries in the work book (* 10).

It happens that during the registration of the labor accountant makes mistakes. Let us briefly describe how to act in such a situation.

First of all, we note that corrections should be made by the organization whose employee made the inaccuracy. True, in some cases, correcting entries can be new employer. But only on condition that he has an official document from the employee's previous place of work.

If an incorrect entry is detected after a short period of time, then problems with its correction, most often, do not arise. Then in the labor simply do the necessary editing. After the last entry, put the next serial number and note: "The entry under the number such and such is invalid." Then enter the correct information. In this case, the date of correction is put down, and not the date of the erroneous entry.

In column 4, the books make a reference to the corresponding order (*11). Then, information about the dismissal (transfer) is entered into the workforce. The block of records, including the changes made, is "closed" with a seal and signatures.

A similar procedure also applies if an error is detected when the following entries have already been made in the book. The only difference is that a new entry must be certified with a signature and a seal. Otherwise, it will be considered unreasonable.

Required but not for everyone

The next group of documents includes papers that depend on the specifics of the organization. They are only mandatory for certain companies or under certain circumstances. The cases in which a company must fill out a particular document are presented in the table.

HR Documents Mandatory under Certain Circumstances
Document's name	Circumstances under which a document becomes binding
Collective agreement	One of the parties (employees or employer) took the initiative to conclude it
Job Descriptions	If the duties of employees are not regulated in employment contracts
Regulations on payment and incentives for employees	The company has established payroll systems that are different from the usual ones. official salaries established by the staffing table
shift schedule	Shift work
Regulations on trade secret and the mode of its provision	The employment contract states that the employee is obliged to maintain trade secrets
Full liability agreement	They conclude only with those employees and for the performance of those types of work that are provided for by the List approved by Decree of the Ministry of Labor of Russia of December 31, 2002 N 85. In particular, the list includes cashiers, controllers, as well as work on the purchase (reception), sale of services, goods and others. As noted by Rostrud, this list is exhaustive and is not subject to broad interpretation (* 12)
Journal of passing medical examinations	Some companies are required to undergo medical examinations. For example, companies with vehicles should organize a pre-trip medical examination of vehicle drivers (*13)
Instructions on the procedure for working with objects of increased danger	High-risk objects are involved in the work of employees. These objects include, in particular, vehicles, machinery, high voltage electricity, explosives. In addition, construction activities are recognized as "increasedly dangerous".

IN this list documents, it is worth noting the job description. How important is it to develop? Will the absence of this document be considered a violation of labor legislation? In the table, we indicated that the instruction becomes mandatory if the job responsibilities of employees are not regulated in labor contracts. Indeed, as Rostrud notes, the job description is "not just a formal document, but a document that defines tasks, qualification requirements, functions, rights, duties, responsibility of the employee" (*14).

Both the companies themselves and their employees are interested in the availability of instructions. For example, without it, a refusal to hire a job may not be justified enough. After all, it is in this document that Additional requirements to business qualities employee. Therefore, it is more than desirable to develop it, and for each position available in the staffing table. However, it should be said that the Labor Code does not mention job descriptions. This means that their absence will not be a violation of labor legislation and does not entail any liability of the employer (*15).

Up to you

• official and memos;
• Personal things;
• certificates of labor activity;
• staff list. This document indicates which positions approved by the staffing table are occupied and which are still vacant;
• case nomenclature. To compile it, you can use sections 7 and 8 of the "List of typical management documents indicating the periods of storage" (

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 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.
• to a 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 regulatory documents of the company.

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;
• instructions for personnel office work;
• Regulations on trade secrets;
• 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 employment contracts in a standard form, where the relevant provisions are written 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 legislation, labor contract and real working conditions 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, the employment contract will need to be amended, and for this additional agreements will be drawn up.

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 formalized by orders for personnel: transfers, incentives, punishments, bonuses, dismissal, leave, etc.

For each hired employee who has worked for more than five days, an entry is made 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. Throughout the entire period of work in the organization, information is entered into it on all personnel procedures: on admission, transfers, vacations, awards, benefits, data military registration 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 managerial archival documents generated in the course of activities government agencies, 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.

So, 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.

Processing of personal data without written consent an 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 an official and 15-75 thousand for an organization.

So that personnel documents are always in order, and checks labor inspectorate went smoothly, outsource HR administration to 1C-Wise-Advice. We will take on not only duties, but also responsibilities.

Order service

It is important for every employee to have documentary confirmation the fact of their labor activity in the enterprise. First of all, it can help confirm the length of service. The larger it is, the higher the sick leave payment, and in the future - the amount of the pension. The list of mandatory personnel documents drawn up at the conclusion of a working relationship is as follows:

• labor contract. See the material for the execution of the contract;
• employment history. We wrote about the filling rules in the article;
• medical book. It is necessary if the work of an employee is associated with harmful or dangerous working conditions. About that, and, you will learn by clicking on the links;.
• documents on education to determine whether the education of the future employee meets the requirements. We also suggest that you familiarize yourself with the material on how to deposit;
• in the form of T-1;
• employee's personal card (T-2 form). The form of this form can be found in our article.

Do not forget that each new employee should be familiarized with the signature and carried out for him in a timely manner!

Documents in the course of work

In the course of employment, an employee may be transferred to a new position. In this case, the following papers are drawn up:

• order on the basis of which the employee is transferred (form T-5). You can get acquainted with how a sample of filling out this form looks like in;
• additional agreement. For example, with or .

To release an employee for vacation, the employer issues a leave order, drawn up in the T-6 form. How to fill it out, you will learn from the article. We also suggest that you familiarize yourself with information on how to issue.

Documents upon dismissal

For documentation To terminate an employment contract, the following documents are required:

• letter of resignation (if the employee decided to leave the company on his own initiative). , read in our text;
• termination agreement. We suggest that you familiarize yourself with, as well as terminate the contract;
• a dismissal order drawn up in the form T-8 or T-8a (if the contract with several employees is terminated). You can learn about the filling rules from the material.

Local acts

Any company can accept its own local regulations, which should not contradict the laws of the Russian Federation. The purpose of such documents is to improve working conditions and increase the level of discipline at the enterprise. The absence of local acts, as well as their incorrect execution, can lead to adverse consequences for the employer. What are the mandatory personnel documents in the organization should be prepared:

• staffing (form T-3). More details in the article “;
• , on the basis of which the control of the number of hours worked and the calculation of wages takes place (forms T-12 and T-13), etc.

These mandatory documents must certainly be accepted by the leadership of large organizations, as they lay the foundation for labor relations.

Micro-enterprises can afford simplified personnel records. They are allowed to use a standard employment contract,.

Responsibility for improper maintenance of personnel records

Correct and timely preparation of personnel documents is the direct responsibility of the employer. If the mandatory personnel papers are not properly executed, he may be held liable.

The following methods of punishment related to office work in the personnel sphere can be distinguished:

• disciplinary action under Art. 193 Labor Code of the Russian Federation, the maximum measure for which is dismissal;
• in accordance with the provisions of the Code of Administrative Offenses of the Russian Federation - the rules for bringing to administrative responsibility for the lack of documents are reflected in Art. 5.27, 5.27.1 of the Code of Administrative Offenses.

Besides:

• Art. 13.20 Administrative Code punishes 300-500 rubles. officials for violation of the rules for storing documents;
• Art. 5.39 imposes a fine of 1000-3000 rubles. on the responsible persons for failure to provide the requested personnel records information to an employee, for example, for refusing to issue a copy of a work book.

In accordance with the Criminal Code of the Russian Federation:

• Art. 137 of the Criminal Code of the Russian Federation provides for punishment in the form of a fine of up to 350,000 rubles. or correctional labor for disseminating personal information about an employee;
• Art. 183 of the Criminal Code of the Russian Federation applies measures in case of disclosure of trade secrets.

The work of a CS specialist consists in knowing their tasks and being able to competently conduct daily work, which is very diverse. In the current conditions of minimizing the number of CSs, due to the appointment of young and "not fired" personnel officers are usually overloaded. HRM departments and courses are dominated by academicism rather than practice. Proceeding from this, a kind of “compass” is proposed for developing your own direct course towards professionalism.

Ch. 1. Entry and development personnel work.

• Providing the necessary staff. Planning of personnel needs (quantity, quality, timing) that meets the business objectives today and in the future.
• Development and implementation of a personnel search and selection system: sources of recruitment, content of applications for vacancies, mass recruitment technology.
• Registration of employment, dismissal, transfer, etc.
• Storage tr. books and their accounting, personal sheets, maintaining personnel documentation in accordance with the nomenclature of cases.
• Filling tr. books, personal sheets, issuance of certificates to employees.
• Knowledge of labor legislation (Labor Code of the Russian Federation, Code of Administrative Offenses of the Russian Federation and instructions) and advice on these issues.
• Development and maintenance of local regulatory documents: Staffing, Regulations: On personnel, On wages, On holding a competition, etc., Internal labor regulations (PVTR), etc.
• Acquaintance and establishment of business relations with heads of departments.

2. Introduction to the work of the personnel officer

First steps

From the very beginning, normal business relationship with department heads. Make it a rule to visit them at a location. Don't wait for someone to come to you. At the same time, have some questions for them, and they always are. It is useful to consult on some things, as well as tactfully raise questions about the unit. Then they will perceive you as a normal personnel officer, and not office worker, and you will gradually move on to friendly relations. Knowing people and units is no less important than competently performing technical work. Competent work is the result of not only professionalism, but also effective interaction with managers at all levels. Often, difficult relationships develop with the accounting department, which has “pulled the blanket” over itself.

It is important to remember that you are at the main entrance to the enterprise. And here your organization, impartiality, the ability to tactfully build a conversation, build the candidate's confidence in you, tell him about the main responsibilities, agree on further actions and end the meeting in a businesslike and respectful manner are important. In advance, you need to “in your head” have a conversation scheme about the enterprise, official duties and personnel matters.

To get started, you need the following:

• write out the wording from the Labor Code of the Russian Federation for cases of admission and dismissal. Thus, it will be easier to master the main articles of the Labor Code of the Russian Federation and the adopted wording. Issues of layoffs are described in Articles 77 - 84 of the Labor Code of the Russian Federation.
• familiarize yourself with the recruitment and dismissal procedures;
• registration of Orders and Personal sheet T2 in the 1C program;
• have “at hand” the Staffing table for tracking vacancies, forms of Labor and other contracts, Applications (for work, dismissal, transfer, vacation), Applications for a vacancy, Reminders to the candidate on the provision of documents, “Runner” for dismissal, Certificate of work, forms for registration of a bank card, information for accounting. (There may be other documents.)

Upon receipt of the Application, be sure to study it and to clarify the features of the position and unclear issues, talk to its author. This is important in principle for the knowledge of the main tasks of vacancies and the establishment of business contacts.

When dismissing, a respectful and tactful attitude towards a person is required, especially if the dismissal is not on his initiative. After all, "how it comes around, it will respond."

On the day of termination of the employment contract, the employer is obliged to issue a work book to the employee and make settlements with him, Art. 140 TK.

If it is impossible to issue a work book to an employee due to his absence or refusal to receive it, the employer is obliged to send a notification to the employee about the need to appear for work book or agree to send it by mail, art. 84 TK. Unreceived Tr. books are stored in the COP along with Orders.

Suspension from work is regulated by Art. 76 TK.

The order for employment must be announced to the employee within three days from the date of the actual start of work with his signature. Within 2 weeks, an entry is made in Tr. a book or a new one is started in its absence. Employment issues are described in Art. 67 - 71 TC. emergence labor relations dealt with in Art. 16 - 20 TK.

According to Art. 72 of the Labor Code of the Russian Federation, a change in the terms of an employment contract is allowed by agreement of the parties by drawing up an additional agreement to the employment contract.

Expediency of the conclusion civil law contracts(GPA) instead of labor can be found in the "Package of Personnel Officer". A common form of cooperation based on the GPA in the form of an Agreement on paid services(about the work).

When making additional work(combination, performance of the duties of a temporarily absent employee without exemption from work specified in the employment contract, expansion of service areas, increase in the volume of work) must be documented for combination or part-time work, see "Package of Personnel Officer".

According to Art. 91 of the Labor Code of the Russian Federation, the employer is obliged to keep records of the time actually worked by each employee. A unified form approved by the Resolution of the State Statistics Committee of January 5, 2004 No. No. 1: Time sheet and payroll calculation (form N T-12), Time sheet (form N T-13).

If the company has organized shift work, then shift schedules are required, approved by the heads of departments and with the signatures of employees.

Transfers to other positions and divisions are made on the basis of the employee's application in agreement with the heads of both divisions and the relevant order.

3. Mastering the duties of a personnel officer

This stage is connected with bringing the procedures for registration and maintenance of the KDP to automatism, gaining a free style of working with candidates and establishing business contacts with managers.

• Master the 1C program - hiring, dismissal, filling out a Personal Sheet, making changes to the Sheet. When applying for the issuance of the Order on admission / dismissal, you must immediately “hammer” the data in 1C for printing. At the same time, the candidate studies and signs Tr. contract in 2 copies. (one - for him, and the other - in the Personal file along with copies of documents). Do required entry in the Journal of accounting tr. books. All documents must be signed by the defendant. Journal of accounting tr. books can be combined taking into account briefings (TB, Primary briefing, etc.)
• Master filling Tr. books, paying attention to the accuracy of the entries under the Labor Code of the Russian Federation, tk. an inaccuracy may affect the calculation of a pension or the receipt of benefits by profession in the future. On this issue and the introduction of corrections in Tr. see the book "Package of Personnel Officer".

You'll have to:

• issue certificates of work at the request of the employee, which indicates the number of the Order on admission, position and salary.
• collect timesheets from all departments to enter the necessary information into personal sheets (about vacation, illness, business trip ...) and transfer them to the accounting department for payroll.
• advise department heads and employees. This is an important part of the work of a CS specialist.

Staffing needs planning should provide both current production tasks, and promising. When securing long-term tasks, it is useful to create a qualitative reserve. In order for it to be real and already focused on the upcoming work, it is necessary that these persons already work at the enterprise in close positions.

4. Content work

This work is primarily related to local regulations.

• The staffing table is the main document that reflects the entire organizational structure enterprises, a complete list of positions in departments, their number and salaries. The staff is approved by the director of the enterprise. Changes are made either by the adoption of a new Shtatka, or by the publication of an addition to the Staff List (this is for large structures).
• The internal labor regulations (PWTR) are developed, as a rule, in the Constitutional Court, agreed with the heads of the enterprise and approved by the director. PWTR establishes the relationship between the employer and employees and the labor regime. The content of PWTR at different enterprises can vary significantly. The internal labor regulations must comply with: current legislation, founding documents, staffing schedule.
• Various Regulations that regulate various aspects of the activity. But they are usually focused on the employees of the enterprise. Therefore, the CS is engaged in their development and implementation. Among them may be the Regulations: On Personnel, On Salary, On Performance Evaluation, On Holding a Competition, etc.

Ch. 2. Professionalization of the personnel officer

Having passed and mastered the previous stages of work and self-training, you will have no problems in maintaining the current personnel work. And you will be able to resolve issues with the heads of departments and develop the above local regulatory documents, incl. Shtatki and PVTR. Thus, your circle of interests will go beyond the "turnover" and will be close to the tasks of the CS, which are much wider than the tasks of a specialist.

For professional development, it is necessary to sum up for oneself the results on specific issues resolved, comprehending under what circumstances it was possible or what caused the failure. Professionalism grows when comprehending what has been done and expressing what is meaningful in writing. Indeed, it is important not only to do, but also to see what is behind it. It often happens that a person has been working for years, but he has nothing to say about it - only specific actions in the absence of a common vision.

At this stage, it's time to work with various publications that are well represented on the Internet. We can recommend the following sites: Elitarium, e-xecutive, ITeam, HR-portal, Business world. This will be enough by subscribing there.

Get yourself a flash drive, select folders in it for topics that interest you and fill them out, studying each article. Initially, the following folders are required: Legal. consultations, KDP, Human Resource Management (HRM), Corporate Governance, The work of the CS, The work of managers, Local regulations, Description of professional competencies, Personality psychology, Socio-psychological practice, Corporate changes, Personnel selection, Personnel assessment, Stimulation of employees and teams, My developments, etc. Other rubrics will appear as materials accumulate.

In a few years, you yourself will be able to conduct some thematic development. In the meantime, write down any of your thoughts, save up and their time will come.

The main materials for the current work are: the site on personnel office work "Package of personnel officer", where there are answers to various questions; Labor Code of the Russian Federation and the Code of Administrative Offenses of the Russian Federation. For other questions, incl. recruitment - Internet sites SuperJob, HeadHunter, Job, Rabota.ru, Rabotamail.ru, as well as personnel magazines, of which there are many.

In conclusion, it is worth noting that practice and the objectively present differences of people indicate that not everyone can be a generalist personnel officer. Indeed, most gravitate towards a certain range of tasks.

Applications

STATE COMMITTEE OF THE RUSSIAN FEDERATION ON STATISTICS

RESOLUTION

ON APPROVAL OF UNIFIED FORMS OF PRIMARY ACCOUNTING DOCUMENTATION FOR LABOR RECORDING AND ITS PAYMENT

In order to implement the requirements of the Labor Code of the Russian Federation of December 30, 2001 N 197-FZ State Committee of the Russian Federation on statistics decides:

1. Approve the agreements agreed with the Ministry of Finance of the Russian Federation, the Ministry of Economic Development and Trade of the Russian Federation, the Ministry of Labor and social development Russian Federation unified forms primary accounting documentation accounting for labor and its payment:

1.1. For personnel records:

N T-1 "Order (instruction) on hiring an employee", N T-1a "Order (instruction) on hiring employees", N T-2 "Employee's personal card", N T-2GS (MS) " Personal card of a state (municipal) employee", N T-3 "Staffing", N T-4 "Record card of a scientific, scientific and pedagogical worker", N T-5 "Order (instruction) on the transfer of an employee to another job", N T-5a "Order (instruction) on the transfer of employees to another job", N T-6 "Order (instruction) on the provision of leave to the employee", N T-6a "Order (instruction) on the provision of leave to employees", N T- 7 “Vacation schedule”, N T-8 “Order (order) on termination (termination) of an employment contract with an employee (dismissal)”, N T-8a “Order (order) on termination (termination) of an employment contract with employees (dismissal) ”, N T-9 “Order (instruction) on sending an employee on a business trip”, N T-9a “Order (instruction) on sending employees on a business trip”, N T-10 “ Travel certificate”, N T-10a “Service assignment for sending on a business trip and a report on its implementation”, N T-11 “Order (order) on the promotion of the employee”, N T-11a “Order (order) on the promotion of employees”.

1.2. For accounting of working hours and settlements with personnel for remuneration:

N T-12 "Time sheet and payroll", N T-13 "Time sheet", N T-49 "Payroll", N T-51 "Payroll", N T-53 "Payroll", N T-53a "Journal of registration of payrolls", N T-54 "Personal account", N T-54a "Personal account (svt)", N T-60 "Note-calculation on granting leave to the employee" , N T-61 “Note-calculation upon termination (termination) of an employment contract with an employee (dismissal)”, N T-73 “Act on the acceptance of work performed under a fixed-term employment contract concluded for the duration of a certain work”.

2. Extend the unified forms of primary accounting documentation specified in clause 1.1 of this Decree to organizations, regardless of the form of ownership, operating in the territory of the Russian Federation, in clause 1.2 - to organizations, regardless of the form of ownership, operating in the territory of the Russian Federation, apart from public institutions.

3. With the introduction of the unified forms of primary accounting documentation specified in clause 1 of this Decree, to recognize the unified forms of primary accounting documentation as invalid, approved by the Decree Goskomstat of Russia dated 06.04.2001 N 26.

Chairman of the State Statistics Committee of Russia

V.L. SOKOLIN

By the letter of the Ministry of Justice of the Russian Federation dated March 15, 2004 N 07/2732-YUD, it was recognized as not requiring state registration.

Nomenclature of cases OK.

"I approve"

Director of the enterprise / Deputy. personnel

"" _________ 201_

• Folder of corporate orders.
• Staff orders. If the "turnover" is large, then separate folders are created for admission, dismissal, transfers. The grounds are attached to the orders, it's more convenient.
• Folder of orders for holidays, business trips with reasons.
• Orders for incentives, sanctions, etc.
• Journal of accounting tr. books, as well as Primary briefing, TV, Ex. security, etc.
• A folder with normative personnel and corporate documents (staffing, PVTR, various Regulations, etc.).
• Folders of employees (l / cases): copies of documents, various materials, attestations, agreements on liability, additions to tr. contracts, etc.
• Folder of contracts: civil law, on work with third parties etc.
• Folder with materials on personnel management and various methodological materials.
• Folder with corporate and personnel work plans.

Notes

• All folders are numbered in accordance with the Nomenclature of Cases OK.
• All orders (receipt, dismissal, transfers) and available non-received tr. Books are kept for 50 years. In cases of corporate changes, these documents are kept by the assignee.
• Other personnel materials are stored, as a rule, for 3 years. The materials in the above folders are kept in accordance with corporate guidelines for 5-15 years.
• OK materials in accordance with the Nomenclature of Cases are transferred under the Transfer-Acceptance Act.

Fedotov Alexander Vasilievich

Independent HR Expert

• Corporate culture

Keywords:

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