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Personnel accounting from scratch. Maintaining personnel records

Personnel accounting along with accounting and tax, it allows you to reflect reliable information necessary for the full functioning of the company. The features of this type of accounting, as well as the main documents involved in it, will be discussed in our article.

Maintaining personnel records

Maintaining personnel records involves the preparation of a large amount of documentation, which will reflect information both separately for each employee, and as a whole throughout the company, as well as the creation of rules governing the procedure labor activity.

Maintaining personnel records implies fixing the number of employees, which is possible only with high-quality tracking of all movements. The main task personnel records is the preparation of documentary evidence of one or another movement of an employee, starting from hiring, transferring to another position, issuing leave and ending with dismissal.

Certainly, personnel accounting can also be maintained manually, however, maintaining personnel records through the application software tools allows you to minimize the time for preparing documentation, especially if the company has many employees.

Personnel records

Documentation personnel records can be both mandatory, the compilation of which is provided for by the Labor Code of the Russian Federation, and optional.

To the necessary documents personnel records relate:

order for employment (T-1);
contract with an employee (TD-1);
work record book (Decree of the Government of the Russian Federation dated 04.16.2003 No. 225 "On work record books");

About design features work books see material .

personal employee card (T-2);
translation documents (T-5);
vacation order (T-6);
vacation schedule (T-7);
staffing table(T-3);
time sheet (T-12);
dismissal order (T-8).

Majority personnel documents It has unified form... The employer should develop some documents independently:

collective agreement;
inner order rules;
pay regulations;
regulation on personal data of employees;
regulations on labor protection;
provision on bonuses;

For the storage periods of personnel documents, see the material .

IMPORTANT!According to Art. 8 of the Labor Code of the Russian Federation, the provisions formed by the organization that infringe on the rights of the employee cannot be used to regulate labor relations.

All accounting documents prepared by a personnel worker are approved by the head of the organization. After that, the employee must familiarize himself with them and put his signature.

It should be noted that in some situations, the preparation of personnel documents can be avoided: for example, it is not required to draw up job descriptions if the employee's functionality is already provided for by the labor contract. The same applies to the wage clause, which is also optional if the employee's future income is specified in the contract.

The presence of this or that document in personnel records depends on the specifics of the work of an individual employee and the company as a whole. If the company provides for work in shifts, then a shift schedule should be drawn up. When performing work duties at high-security facilities, a clause on the preservation of commercial secrets should be prescribed in the contract, as well as an appropriate provision should be drawn up, which will fix the procedure for access to the secret, responsibility for its disclosure, as well as the conditions for terminating such access. It is imperative to draw up a full contract material responsibility with an employee in case he is related to valuable cargo or objects.

Responsibility for offenses in the conduct of personnel records

The main regulatory body that is responsible for the correctness of the personnel records, is an State inspection labor. It is designed to monitor personnel operations and, if personnel accounting conducted with violations, to bring to administrative responsibility for violation of labor legislation.

The following types of liability are distinguished (Article 419 of the Labor Code of the Russian Federation):

Administrative - fines for officials and companies are reflected in Art. 5.7, 5.27-5.34, 5.39 of the Administrative Code of the Russian Federation. Administrative responsibility most often occurs in the absence of any necessary personnel document or its failure to submit at the request of an employee or organization.

Example:Ivanov I. A. decided to take out a loan. To do this, he needs a copy of the work book and a 2-NDFL certificate. The employer refused to issue a copy of the work book. The employee has the right to report illegal actions of the employer to the labor inspectorate, which will hold the company accountable (its officials) under Art. 5.39 of the Administrative Code of the Russian Federation in the amount of 1,000 to 3,000 rubles.

Civil law - the punishment is provided for by Art. 15, 151 and chap. 59 of the Civil Code of the Russian Federation.

Example:S. F. Petrov was injured at the workplace. In accordance with Art. 1085 of the Civil Code of the Russian Federation, the employer is obliged to compensate for the unreceived wages during the employee's stay on treatment, as well as the costs of his treatment and recovery.

Criminal liability - provided for by Art. 143, art. 145, art. 145.1, art. 146-147, art. 215-217 of the Criminal Code of the Russian Federation.

In addition, the documents of the personnel services can be requested by the tax authorities, in case of failure to submit which comes the responsibility under Art. 126 of the Tax Code of the Russian Federation

Outcomes

Correct and timely personnel accounting allows management to make the company more efficient. Currently, there are many software tools that help to optimize the time for the preparation of personnel records and achieve accuracy in the reflection of data. personnelaccounting.

Organization and management of personnel records management is a direct responsibility of personnel service employees. In situations of creating a new organization, transforming an old one or other options for reorganization, the management and the personnel department need to know the main points of work: training and search for employees, hiring, transferring and dismissing personnel, as well as the rules for both archival and operational storage of documents.

Competent organization of HR administration as the basis for the stability of the company

Any organization, regardless of ownership, has staff. It differs in number and composition, in the functions performed and in the level of qualifications. The task of the personnel department is to make sure that all questions and problems related to the employees of the enterprise are resolved as quickly and competently as possible.

The stable operation of an organization directly depends on its employees. The primary task of the personnel service is the competent and timely selection of employees, the conduct of personnel records in accordance with the law and the timely submission of documents to the archive. This is the basis for the stable operation of any enterprise.

Personnel training for work with personnel

Instruction on HR administration clearly indicates the need for professional training for HR specialists. However, in practice, there is often a problem with the training of workers of the required profile.

Higher and secondary special schools they do not release specialists with such a narrow qualification as “personnel records management”. Training usually takes place already on the spot or in specialized courses. It is also possible to train an employee directly at the workplace by the method of mentoring.

HR administration training of specialists involves the following methods:

retraining on the basis of the second higher education;
higher education adjacent profile, for example, "records management", "jurisprudence", "personnel management", "information protection";
training in specialized long-term courses (at least three months), followed by an exam;
practical work followed by regular professional development.

Normative documents regulating the work of human resources services

Activities of the personnel department and general organization HR administration is highly dependent on current legislation and internal regulatory documents. This feature is associated with the nuances of working with a large number of personal documents, which are often confidential.

Records management in the personnel service is regulated by the following acts:

Constitution, Civil and Labor Codes, as well as partially the Criminal and Family Codes;
legislative acts on the profile of the organization in matters related to work with personnel;
local regulations;
various classifiers, rules and regulations of the federal level;
internal regulatory documents, for example, instructions for personnel records management;
orders and orders of the management.

Employees of the personnel service are obliged to strictly comply with the requirements of regulatory enactments and, above all, the Labor Code.

Search and documenting of employees

HR administration begins with the search and registration of personnel. First of all, you need to decide on the options for finding new employees. Among them, the following stand out:

employment agencies and bureaus;
employment;
job fairs;
schools;
job boards and resumes on various resources;
other organizations;
acquaintances and friends.

All search options for employees have their own advantages and disadvantages, an employee of the personnel department should make the most of all opportunities to fill a vacancy.

When an applicant is found, an interview is conducted with him. It is desirable that its progress be documented: it makes it easier to make an informed decision about hiring or refusing. In the latter case, the person is notified in writing of the reason within five working days. If the applicant is suitable for vacant post then it should be credited. This is where the registration for a specific employee begins.

conclusion of an employment contract;
issuance of an admission order;
a new employee or her establishment;
registration of a personal card;
if it is accepted in the organization - the establishment of a personal file;
familiarization and signing by the employee of internal regulations and instructions.

Personnel records (personal cards, staffing table)

HR administration involves mandatory registration accounting records, in particular, the staffing table and personal cards. These documents are mandatory for organizations of all forms of ownership.

Staffing and staffing levels must be current and meet the needs of the organization. It contains the names of all positions, the number of rates, indicating the vacancies for a given period.

Personal cards are unified documents containing brief data on the employee's labor activity and personal information. They are subject to strict accounting and special conditions storage, in places that prevent damage and theft.

Orders for personnel, differences and design features

General office work in personnel work mainly expressed in orders and orders of the management. These documents can relate to both individual employees and the entire staff as a whole. They differ in design and implementation features.

Most of the orders and orders concerning specific actions with the employee have a unified form. They are subject to mandatory agreement with all interested parties and familiarization by the employee against receipt. Copies of personnel orders are kept in the personal file, and the originals in separate folders.

HR records, registration and storage rules

To account for the movement in the personnel service, it involves the maintenance of specialized journals. These are tabular documents of a multi-page format, most often unified. Usually they are wound up either in large notebooks, or purchased ready-made in specialized stores.

Types of HR magazines:

registration of incoming and outgoing documents, including letters;
registration of orders;
registration of the arrival and departure of employees on business trips;
registration of applications, representations, notifications, official and service notes;
registration of forms of work books, their inserts;
books for recording the movements of various personnel documents, etc.

All magazines must be bound and sealed without fail, and the sheets must be numbered. They should be stored separately from all documents. Preferably in a safe or special closet.

Features of maintaining and storing personal files

Maintaining personal files is optional. However, most organizations collect employee documents in one form or another. Of course, it's more convenient to do this in one folder.

A personal file is a complex of documented personal information about an employee, collected and formed in a certain order. It can include a variety of documents and copies:

copies of orders about the employee;
copies of statements;
copies of identity documents confirming qualifications, education, benefits and marital status;
questionnaire;
characteristics and reviews;
help, etc.

Personal files include personal information and should be kept separate from other documents. Access to them is allowed only to a strictly limited circle of officials. Upon dismissal of personnel, personal files are handed over for archival storage.

Rules for the design, storage and issuance of work books, as well as inserts

All organizations are required to keep work books for their personnel, with the exception of employees hired part-time. At the initial admission, the employer independently acquires blank forms and makes the first entry in them. The corresponding data about the employee is entered on the title page. Subsequently, it is necessary to monitor their relevance and make changes in time.

On the spread of the main part, entries are made about labor and social activities employee, his permanent reception All records are numbered in general order and are entered on the basis of the order. The resignation letter is accompanied by the seal of the organization and the signature of the head.

Made by hand, blue ballpoint pen, clear and understandable handwriting. Carefully monitor the relevance and accuracy of the entered data. If it is necessary to correct the information, then they must be carefully crossed out with one line and the current information must be entered. This action must be confirmed by the signature of the head and the seal.

Labor books are stored separately from other documents, in a safe. It is forbidden to hand them over to employees or third parties without a special order from the responsible authorities.

Features of operational and archival storage of personnel documents

The storage of personnel documents is determined by their special significance. They contain personal information and are confidential. Such data is not subject to unauthorized disclosure. Otherwise on workers personnel service and the head of the organization is fined.

To organize the correct storage of personnel documents in the personnel service, it is desirable to have a separate room. There must be one entrance to it and must be equipped with a metal door with an alarm.

The documents themselves should be kept in metal cabinets or safes. Access to sunlight and dust, as well as temperature extremes and excessive humidity should be avoided. These simple steps will help you save your personal information.

Personnel records should be kept at any enterprise, regardless of the form of ownership and the number of employees. HR administration is not affected by the number of staff. All organizations are subject to the same requirements, based primarily on the Labor Code of the Russian Federation. Therefore, companies that have just been registered should be well-versed in labor law and professionally conduct office work.

What is it for

Not a single, even the most high-tech enterprise can do without workers. Therefore, their movement must be controlled... Organization of qualified control over the staff of the enterprise is one of the main tasks of the head.

Personnel accounting is a set of procedures, organizational issues related to the monitoring of any actions of the personnel of the enterprise. This kind of paperwork allows clearly regulate any relationship between the employer and the workers of the organization.

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

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

If they do not get into the small nuances, in general, personnel accounting solves the following tasks:

Each organization has the right to empower employees of the HR department. Functional responsibilities may differ depending on the quantitative composition and characteristics of the company's activities.

Step-by-step instructions for organizing accounting from scratch

When organizing an enterprise, its responsible employees face a difficult task - setting up a workflow, along with it, and all the necessary workflow.

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

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

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

A step-by-step instruction for the formation of personnel records from scratch has the following stages:

Hiring a manager. This point is the first, because all labor regulations, contracts, staffing and other mandatory documents must be signed responsible person, which is a director or a body authorized by him.
Then it is necessary to formulate the internal regulations.
At the third stage, the staffing table is completed.
In accordance with Russian legislation a sample labor contract is drawn up.
Before hiring personnel, it is necessary to develop the employee's consent to the provision of personal data, as well as a provision on their protection.
Official registration of employees, through the conclusion of contracts.
Development of orders on material responsibility, provisions on labor protection and other documentation.

After hiring all employees, the HR department begins to work as usual. The basic rule is that any event related to working relationships is drawn up by primary documentation.

Rules for the preparation, execution, signing of documents are regulated by the internal instructions of the enterprise... For all office work related to the personnel, the HR manager or another employee is responsible for maintaining personnel document management.

Required documents

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

Legal control of personnel ensures legal registration and consolidation of labor relations between employer and staff.

It is not legally prohibited to issue internal documents at the enterprise for the convenience of working with the state. Their volume and design depends on the specifics of the institution's work.

At the legislative level, compulsory maintenance of the following regulations is required:

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

To maintain, fill out and store all personnel documentation must be handled responsibly.

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

Restoration of personnel records

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

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

If personnel accounting is in a running state, it can be restored. The longer the period was not conducted normal work, the harder it will be. To begin with, you need to find an experienced, responsible employee who is well versed in Russian labor legislation.

Recovery goes through the following stages:

Thorough examination of available documents and sorting them by divisions and chronology. The analysis should start with the statutory documentation from the moment the company was opened, then you should check directly the personnel documentation.
The presence of obligatory documents for keeping records is investigated.
Checking the content of the available documentation. You should start with work books. They must contain a record of the beginning of an employment relationship.
An analysis of the compliance of the contents of the staffing table, employment contracts and calculation sheets is carried out wages... Whether the calculation was made based on the timesheet.
Studying the correct filling of timesheets. Are there all the necessary office notes for work on holidays or weekends, whether consent has been obtained from the employee, whether these actions have been agreed with the trade union organization.
Checking the vacation schedule and reflecting it in the timesheet.
Analysis of the staffing table. Any change in professions, allowances, vacancies should be reflected in the new staffing table.
We begin to study the availability of employment contracts, orders and other documents.
We draw up a step-by-step plan for document recovery. Let's start recovery.

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

You should start with restoration of employment contracts... It can be difficult to explain to employees the need to sign contracts, orders "retroactively", even harder invite a no longer working employee to the company for additional registration of documents.

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

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

Is it necessary for small organizations

At any enterprise, even with only one hired employee, personnel control is necessary. Regardless of the form of taxation, the type of activity or the specifics of production, there must be a person responsible for the completeness and correctness of registration of accounting documents. This requirement of Russian labor legislation applies to individual entrepreneurs (IE).

That is, if an employee appears on the staff, individual entrepreneur there is a need to maintain personnel records. If an individual entrepreneur carries out his activities independently, personnel records are not needed.

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

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

For improper registration of the staff Individual entrepreneurs may incur both administrative and criminal liability.

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

Differences appear when an individual entrepreneur becomes an employer for the first time. He is obliged to register with the territorial authorities:

v The Pension Fund within 30 days from the moment the first employee appears;
in the social insurance fund within 10 days.

Non-performance this requirement entails serious penalties from the inspection authorities.

Programs to help keep personnel records

If there is only one employee on the staff, personnel records are not difficult. Legislation does not limit staffing workers for an individual entrepreneur... Therefore, with the expansion of the business, the automation of the workflow will be necessary.

The entrepreneur has the right to independently choose a special program. V Lately the most widespread is software "1C: Salary and Personnel"... It helps to automate not only HR administration, but also facilitates bookkeeping.

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

Kors-Frames;
Personnel Plus;
Human Resources Department;
Employees of the enterprise and others.

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

It should be noted that not a single program does not relieve responsibility for correct design and filling out documents... The software simplifies your work and provides templates for most required documents.

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

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

Organization of personnel records at an enterprise is not a difficult, but painstaking task. It is solved by the sequential launch of personnel processes, which are regulated by the current legislation.

In general, the correct management of personnel records not only saves the company from inspections by regulatory authorities, but also allows employees to avoid problems, for example, with the registration of pensions or the ability to apply for others. social guarantees... It often happens that due to improper management of office work in the workplace, people have to spend great amount time, finances and nerves to prove to any authorities their right to receive benefits, allowances and other payments. Therefore, every manager should remember that the maintenance of personnel records and correct organization office work is one of the main tasks for which he is responsible to his staff and the state.

This article will tell you about the correctness of the establishment of this process, as well as about all its nuances. Further, it will be possible to get an answer to the question of how to properly organize personnel records from scratch step by step and avoid mistakes.

Concepts and definitions

Before you understand the adjustment of this process, you should define the basic concepts. So, personnel accounting is the process of organizing employee accounting, which is associated with the official registration of hiring, moving from one position to another and releasing personnel, as well as accounting for the labor relations of the enterprise and its personnel.

HR administration is an activity that provides documentation and organization of work with HR documents.

Thus, it becomes clear that personnel records management and personnel records are two interrelated phenomena that are aimed at implementing the personnel policy of an enterprise.

Targets and goals

The purpose of personnel records is to establish an effective, working system of personnel records management and proper formalization of labor relations between the employer (enterprise) and directly the employee (personnel).

But the tasks that personnel accounting is designed to solve are the following - the regulation of the relationship between the employer and the employees of the enterprise and the creation of an organizational and legal basis for labor relations.

Having understood what personnel accounting is, you can begin to consider the question of how to properly organize personnel accounting from scratch step by step.

Stages of organizing personnel accounting

So, before you start organizing personnel records step by step from scratch, you need a clear action plan, broken down into stages. This will help you not to miss important points in this process.

So, the organization of maintaining personnel records as a whole implies going through the following stages:

Creation of a personnel service (department) in case the company plans to employ a large number of employees, or the assignment of accounting responsibilities to a certain specialist, if the company plans to have a small number of personnel.
Development of basic regulatory documentation (in the field of personnel management of the enterprise).
Organization of office work (determining who and how will draw up the documentation, development of order forms on personnel issues, maintaining reporting journals, etc.).
Automation of personnel records (if necessary).
Determination of methods of control over the correctness of accounting (regulation and assignment of powers to officials responsible for proper accounting).

Each of these stages has specific tasks and subtasks. All of them need to be considered.

Who should keep records?

As noted earlier, there are two ways to determine who will be responsible for keeping records of personnel in the enterprise. In general, it depends on how many people are planned to be employed in order to achieve the goals (as a rule, the goal of the enterprise is to organize commercial activities for profit).

For large companies the creation of a human resources service or a full-fledged human resources department is recommended. For small enterprises, it is permissible to assign the duties of a personnel officer to an accountant or secretary. However, there is a third option - the transfer of accounting cases to outsourcing. specialized organizations.

When creating a service or department, you will need to create certain regulatory documents, namely, the regulation on the service (department) and job descriptions of employees. In the case of imposing duties on an accountant or secretary, you will need to register the functions of a personnel officer in the job description of the selected employee. If there is such a need, it is recommended to send an accountant or secretary to HR administration courses. This will help improve the skills of employees who will be assigned responsibilities for personnel issues. But if it was decided to cooperate with third-party organizations on the transfer of accounting responsibilities to them, then the conclusion of an agreement is required.

Development of mandatory personnel documentation

There are a number of documents that must be followed by those who keep personnel records and office work. First of all, such a document is the staffing table. It is a document that displays the composition, the number in the staffing table and wages of employees, as well as the names of positions. In the staffing table, the positions of employees are divided into divisions, which makes it possible to make a quantitative and qualitative analysis of the entire enterprise.

The next step is to develop standard form personnel orders, which will display information about the admission, transfer to another position, sending on vacation and dismissal of employees of the enterprise.

Next obligatory document- these are the rules of the internal labor schedule. They display the main points that regulate the labor activity of all employees of the enterprise. According to this document, if an employee violates the rules described in the document, he can be punished by bringing him to disciplinary responsibility.

Also another document of personnel records is model contract on the conclusion of an employment relationship between the enterprise and the employee. Labor contracts can be of the same type or be worked out for each position separately. In addition, the company should develop a timesheet, which will display the actual hours for which the employee will receive wages.

You should also remember about the vacation schedule at the enterprise. This document is developed no later than two weeks before the end of the year. Vacation schedule displays calendar plan sending people on compulsory vacations. When drawing up such a plan, it should be remembered that personnel should be sent on vacation in such a way that the simultaneous absence of certain employees does not entail a break in labor process enterprises.

We should not forget about the development of regulations on remuneration. This document reflects the process of calculating the salaries of the organization's personnel, and also regulates the calculation of additional payments, for example, allowances, incentives or bonuses. The final stage is the development of regulations on the divisions of the enterprise and job descriptions specialists and workers. In addition, it is recommended to develop a regulation on personal data. After the regulatory documents have been ready, you can start organizing office work.

Office work

Records management includes keeping properly the documentation related to the admission, movement and release of personnel.

It is obligatory to keep personal files, which are created for each employee of the enterprise. It includes a personal personnel record card, an application for admission, a copy of a passport, copies of education documents, a certificate of completion medical examination, a copy of the military ID (if any) and other documents that are generated in the course of the employee's labor activity. And also another and very important task is filling out work books.

In addition to all of the above, other documents can be developed that are directly related to the specifics of the enterprise, ensuring the correctness of work in the field of personnel accounting.

What kind of magazines should be in HR records management?

First of all, you need to keep the following journals:

familiarization with the internal labor regulations;
registration of personnel orders;
registration of orders for employment;
registration of orders for regular vacations;
accounting sick leave;
registration of employment contracts;
accounting of posted workers;
time tracking;
accounting for the movement of work books;
accounting for personal cards;
accounting checks.

In addition to the magazines themselves, instructions for completing them can be developed as a supplement. And also all documentation that is registered in these journals is stored in separate folders in accordance with the approved nomenclature.

Accounting automation

As already became clear from the above information, personnel records are a very painstaking process that requires special attention from employees who are responsible for managing this issue. Therefore, today it can be simplified through automation.

There are many programs that simplify the work of HR officers and reduce the likelihood of making any mistakes. As a rule, an enterprise needs to install licensed versions of such software... However, it should be noted that the purchase of such a program will pay for itself in a short time and will not allow serious mistakes in work. In general, such programs solve the following tasks:

maintaining personnel records in accordance with labor legislation;
preparation and formation of reports on the issue of personnel;
making timely approvals of all personnel processes with the settlement department or accounting department.

One of the most popular and demanded programs today is 1C with the "Personnel Management" configuration.

What if it is impossible to independently organize personnel records step by step from scratch?

If an enterprise had to face such a problem when it is not possible to independently establish personnel processes, then it is not difficult to solve such a situation. For these purposes, there are companies that are able to provide such a service.

Specialists consulting companies conduct an audit and develop the necessary package of documents. In general, such organizations are designed to solve the following tasks:

Select the optimal HR administration system at the enterprise.
Develop internal regulations.
To develop necessary instructions and provisions.

In addition, such specialists can, if necessary, supervise the creation of a personnel management service and a document management department. In general, the involvement of third-party specialists helps the management to establish work in this direction... This is very useful for the enterprise as a whole, especially when building it.

Conclusion

Summing up this article, it is worth noting that personnel records and personnel management are interrelated processes, where the quality of the organization of the former will completely depend on personnel policy enterprises.

Personnel issues should not be overlooked in any case, because not only the activities of the organization depend on them, but most often the fate of employees. One has only to imagine how outraged those people are who cannot receive their well-deserved pension or any other payment due to the poor performance of their duties by a personnel officer.

Having considered the question of how to properly organize personnel records from scratch step by step, you can start implementing a program to establish this process at the enterprise. The most important thing is not to neglect the recommendations. Labor Code, decrees of the Ministry of Labor, Goskomstat, Rosarkhiv and other government departments.

After all the staffing processes have been established inside, you should not lose sight of them. It is important to remember that employees who are involved in personnel accounting, at least occasionally, should be sent to HR administration courses to improve their qualifications. And also it is necessary to conduct a planned audit of accounting processes in the field of personnel. This will help maintain the proper level of work in this direction.

Today, the procedure for hiring employees, regardless of the field of activity of a particular enterprise, is regulated by the current legislative norms.

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It should be remembered that all this type of procedure is regulated by legislative norms. Any deviations from them are simply not permissible.

In case of detection by the regulatory authorities of any violations, it is possible to impose rather serious penalties.

In order to avoid the occurrence of all kinds of difficulties, special software has been developed. It allows you to automate personnel records, to avoid various mistakes and shortcomings.

General aspects

Today, the personnel accounting process is regulated at the legislative level. That is why at every large enterprise, where the number of employees is large enough, a personnel department is usually formed.

Its employees are obliged to carry out paperwork in accordance with established standards.

Moreover, if individual documentation is unified and must be drawn up in accordance with the samples, another is formed at the enterprise.

There are many different nuances associated with maintaining personnel records in an enterprise.

That is why it will be necessary to deal with the following fundamental questions in advance:

what it is?
for what purpose is it carried out?
legal regulation.

What it is?

Before proceeding with the organization of personnel records at any enterprise, it will be necessary to familiarize yourself with the definition of this concept. This is the only way to avoid major mistakes.

The term "personnel accounting" refers to the accounting of the movement of employees, employees in various positions.

At the same time, this kind of accounting should be kept not only by legal entities, but also by individual entrepreneurs.

Personnel accounting without fail implies the following points:

documenting ;
regulation of labor relations between the employees themselves and their management;
Labour Organization;
other.

Moreover, depending on the field of activity of a particular enterprise, accounting will have different features.

Today, in addition to generally accepted regulatory documents that govern the accounting procedure, there are specialized ones. They apply to enterprises operating in certain areas.

For instance, municipal organizations, others. It is especially important to be careful when maintaining personnel records of civil servants.

For what purpose is it carried out

It will be quite problematic to study personnel accounting from scratch step by step. But if the manager plans to hire a large number of employees in the future, then he should pay attention to this moment.

Competently organized personnel records allow you to simultaneously solve a large number of the most different tasks... The main goals of maintaining personnel records differ depending on the field of activity.

But it is possible to formulate the main tasks, the solution of which is necessary in all organizations without exception:

Drafting and subsequent editing	Taking into account the legislative norms and the wishes of the heads of the staffing table
Keeping track of processed time staff and monitoring it	In order to avoid violation of applicable laws
Implementation of personalized accounting	In accordance with applicable legal regulations
Formation	Additional orders and various orders (on employment, dismissal, promotion, and others)
Record keeping in accordance with legal regulations	personal affairs; personal cards; personal cards (in the form No. T-2); work books; sick leave
Selection of employees taking into account their personal qualities	Analysis of their work activities in accordance with legal regulations
Preparation of additional documentation in certain situations	certificates of the fact of employment; copies of work books - duly certified
Vacation scheduling	In accordance with applicable legal regulations, as well as its subsequent editing, if necessary
Collection, preparation of all documents	Required for the employees who came to her
Maintaining military registration	This moment is regulated by legislative norms, it is strictly obligatory for implementation

If, for some reason, the employer does not want to engage in such activities on his own and at the same time is not in a hurry to organize his own department, you can use the services of personnel records.

There are many third-party businesses now offering these services. For a fee, all the necessary documentation is drawn up.

All other documentary activities related to the maintenance of personnel records are also carried out.

Legal regulation

It is important to remember about the large number of regulatory documents that govern the maintenance of personnel records. It is important to remember about a large number of very different nuances directly related to accounting.

To the fundamental regulatory documents associated with this kind of activity today can be attributed to the following:

It is important to pay special attention to precisely various kinds of GOSTs, as well as all kinds of unified systems.

When conducting inspections, the Labor Inspectorate, regardless of the reason for this kind of event, always draws primarily on work books.

At the moment, the fundamental document governing the process of conducting work is the "Rules for maintaining and storing work books".

Approved by the Decree of the Government of the Russian Federation No. 255 dated 04.16.03. It is rather difficult to study all the regulatory documents related to personnel records.

Especially when it comes to an enterprise that simultaneously operates in several different directions... In this case, it would be desirable to avoid manual registration.

One of the most popular and high-quality programs today are made in 1C. This structure offers its customers an extensive list of automated production programs.

How to keep records of personnel in the organization

It is necessary to keep records of personnel in the organization in accordance with the current regulatory documents... Deviations from established by law norms are not allowed.

But the majority of those who are faced with the need to maintain such a record of citizens for the first time have difficulties. That is why it is worth considering the following questions in advance:

where to begin;
what documents are needed;
obligatory journals in HR records management (samples).

Where to begin

The most difficult thing in setting up a personnel business today is the very beginning. The first thing an employee or a manager will need to do when setting to zero is paperwork.

It will be necessary to organize the workflow accordingly. It will be necessary to carry out the following actions:

to develop all the required local regulatory kata at the enterprise:

Internal regulations at the enterprise.
The main provision for wages.
Regulations for individual structural units.
Employee Data Protection Statement.

a personal staffing table is developed for each individual staffing unit;
a regular arrangement is formed;
standard or specialized employment contracts, as well as ;
preparation of the timesheet for personnel;
an employee's personal card is drawn up - according to the form No. T-2;
personal application forms for employees are being developed;
various kinds of internal standard orders are being prepared (on the imposition of responsibilities for maintaining military records, as well as labor).

At the same time, it should be remembered that the registration of all personnel events must be carried out necessarily when using the primary documentation.

Its list is reflected in the relevant sections of the regulatory documents. It is important to consider the images in advance.

If possible and not automated system for keeping records, you will need to download samples of all the necessary documents from the Internet. It is important to use authoritative sources.

What documents are needed

Today, when maintaining personnel records, it will be necessary to draw up a very large number of various documents. But when there is a list that should be drawn up first.

Such documents are called "primary". This list today includes the following (they are all numbered accordingly):

No. T-1	Order for hiring an employee (one) to work
No. Т-1а	Order of hiring employees (several at once) to work
	An example of a personal card for a specific employee
	It is necessary to register if the employment is carried out by a municipal (state) employee
	Represents a sample staffing table
	Must be compiled for a research / teaching staff member
No. T-5	The format of the order, drawn up if it is necessary to transfer a specific employee to another job
	An order drawn up in the event of transferring several employees at once to another job
	Such an order is drawn up when granting a vacation.
	If several employees are granted leave at the same time
	Represents a vacation schedule
No. T-8	Order drawn up in case of termination
	If it will be necessary to carry out the dismissal procedure
	It is required to draw up when sending an employee on a business trip
	If you need to send on a business trip
No. T-10	A business trip certificate is being formed
	Represents a unified format for a service assignment, includes a report (if similar is necessary in a particular case)
	If it is necessary to reward the employee
	Encouraging two or more different employees at once
	Time and Attendance Document, Calculation Format
	How the timesheet is compiled

The list of formats for various kinds of accounting documentation includes more than a dozen different kinds of documents.

Therefore, you should be especially careful when designing them. There is a high probability of making various kinds of mistakes.

Mandatory journals in HR administration

Today there is a certain list of journals that must be kept in personnel records management.

Some of them are unified. They must be compiled strictly in accordance with applicable standards.

There is also a list of magazines that are required. But their format can be chosen in accordance with the current legal regulations.

The list of mandatory personnel journals for today includes the following:

- compiled specifically for personnel;
labor movement;
registration of persons liable for military service;
vacation accounting;
registration and control of documents (incoming / outgoing);
medical examinations;
others.

A complete list of all required journals is reflected in the legislation. Samples of compilation can be found on the Internet.

Frequently asked Questions

The organization of personnel records from scratch today has a large number of the most different features and nuances.

It is important to consider the following questions in advance:

recovery procedure;
the nuances of individual entrepreneurs with hired workers;
who leads a small business.

Recovery order

The very procedure for restoring accounting is not reflected in the legislation. But usually, such a procedure includes the following main stages:

the current regulatory documents are being studied;
a list of all necessary documents is determined;
a forecast of the further activities of the enterprise is made;
the persons responsible for the documents are determined;
the staffing table is formed;
checking the correctness of the employee's registration;
make sure that all alignments, personnel changes are made in the appropriate way;
the issue of registration of dismissals (both past and current) is checked;
the legality of "working time" at a particular enterprise is established.

The nuances of an individual entrepreneur with hired workers

Personnel accounting procedure employees for SP is carried out in a standard way.

The conclusion of the agreement is carried out in several main stages:

obtaining all necessary documents in this case;
registration is in progress;
an agreement is drawn up / signed by the parties;
an order for employment is drawn up;
an employee's personal card is started;
a corresponding record is made in the labor.

Who leads a small business

Usually, special personnel are hired to keep records of this type. But in small businesses, the manager can also keep records. This moment is not established by law.

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