Composition and purpose of personnel documentation. Personnel documents at the enterprise. Regulations on the structural unit

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

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

1) primary accounting documents;

2) derivative (secondary) accounting documents.

Primary accounting documents contain initial information and are filled out on the basis of personal documents provided by employees upon hiring.

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

Private bussiness.

A personal file is a set of documents containing the employee’s personal data and other information related to his work activity.

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

As a rule, personal affairs are conducted in different government agencies, and in the private business sector - on the management team of employees, specialists, and financially responsible persons. In the conditions of modern personnel records management, the employer has the right to independently decide on the need to establish personal files. At the same time, regardless of the employer’s choice, all necessary personal data for each employee is reflected in the personal card (unified form No. T-2).

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

The exception is the personal files of civil servants.

The management of personal files of federal civil servants is regulated by Presidential Decree Russian Federation dated June 1, 1998 No. 640 “On the procedure for maintaining personal files of persons holding government positions in the Russian Federation in the order of appointment and government positions in the Federal civil service».

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

A personal file is drawn up after the issuance of an employment order. Initially, documents that formalize the hiring procedure are grouped into a personal file, and subsequently all the main documents that arise during the employee’s working life with a given employer.

Based on the analysis of regulations on personnel records management and, first of all, paragraph 337 of the “List of standard management documents generated in the activities of organizations, indicating their storage periods,” approved by Rosarkhiv on October 6, 2000, we can conclude that the personal file includes the following documentation:

Ø internal inventory of documents available in the personal file;

Ø questionnaire or personal sheet for personnel records;

Ø autobiography or resume;

Ø copies of education documents;

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

Ø job application;

Ø addition to the personal personnel record sheet;

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

Ø certificates and other documents related to this employee.

According to clause 6.2.10. Order of the Ministry of Culture of the Russian Federation dated November 8, 2005 No. 536 “On standard instructions on office work in federal bodies executive power” documents in personal files should be arranged in chronological order as they are received.

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

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

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

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

Ø passport;

Ø work book;

Ø military ID;

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

Ø documents about existing inventions.

“Questionnaire” is a document similar to the “Personal Personnel Record Sheet”, which is sometimes used when applying for a job. Unlike a personal sheet, the questionnaire is signed not only by the person being hired, but also by a HR specialist.

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

When creating a personal file, copies of documents confirming socially significant facts are placed in it (education documents - certificate, diploma, certificate, child’s birth certificate, divorce certificate, etc.). It must be remembered that in addition to copies of documents, you must make sure that you have the originals of the relevant documents.

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

If, upon hiring, characteristics or letters of recommendation, the employee drew up an application for employment, then they are also filed in the employee’s personal file.

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

The personal file may include documents such as lists of inventions, scientific works, and more.

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

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

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

Changes and additions to personal data are made on the basis of personnel orders and documents provided by employees (marriage certificate, diploma, etc.). An employee's oral statement is not the basis for making these changes. New documents with amendments and additions are placed in the personal file along with previously filed ones.

In the practice of human resources services of organizations, it is customary to include in the personal file copies of orders (or extracts from them) on transfers to another job, dismissal from position, incentives, imposition and removal of disciplinary sanctions, changes in names, and others. However, all this information is contained in the “Addendum to the personal personnel record sheet.” In this regard, it can be recommended not to include these documents in your personal file.

Certificates of health, place of residence, bypass sheets, and the like may not be included in personal files, since information from them is transferred to the “Addition to the personal sheet for personnel records.” If necessary, they are formed into independent files and stored for three years.

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

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

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

The cover of the personal file shall indicate in full: the name of the organization, the title of the file, the surname, first name and patronymic of the employee in nominative case, the case index and serial number of the case are entered (usually - Personnel Number).

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

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

When working with documents included in personal files, it is necessary to take into account that they relate to the employee’s personal data, protected in accordance with current legislation.

In order to limit unauthorized access to personal data of employees, all operations on registration, formation, maintenance and storage of personal files must be performed by one employee of the HR department, who is personally responsible for the safety of documents in the files and access to the files of other employees. Documents for the formation and management of personal affairs are handed over to him against signature in the transfer register by the employee responsible for the documentation process labor rights relationship with the employee.

The employer's order must establish the procedure for issuing, familiarizing with the personal files of employees and the circle of persons allowed to use personal files; this can also be done in the Regulations on Personal Data of Employees. If a document is removed from a personal file, an entry is made in the file inventory indicating the basis for such an action (order, permission from the manager) and the new location of the document. According to clause 3.2.3. Order of the Main Archival Directorate of the USSR dated May 25, 1988 No. 33 “ State system documentation support management. Basic provisions. General requirements to documents and documentation support services,” a copy is made of the document to be seized and filed in place of the seized document. The mark in the inventory and the copy are certified by the signature of the HR department employee.

Personal things are not issued into the hands of the employees who employ them. The employee has the right to get acquainted only with his personal file in the personnel department premises. The fact of familiarization with the personal file is also recorded in the file inventory.

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

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

Only working employees' personal files are stored in the personnel department premises. Personal files can be arranged in numerical order or alphabetically by employee last name.

After the employee is dismissed, his personal file is removed from the folder and prepared for transfer to archival storage. Personal files of dismissed employees in accordance with the “List of standard management documents generated in the activities of organizations, indicating storage periods,” approved by the Federal Archive on October 6, 2000, are stored for 75 years. Personal files of managers are kept permanently. For storage, lockable metal safes and cabinets are used to ensure complete safety of documents.

Employee's personal card.

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

It is maintained throughout the entire period of the employee’s employment with a given employer, starting from hiring, and is closed only upon dismissal. Personal records are not kept for employees hired under civil contracts.

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

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

The personal card of a state (municipal) employee (form No. T-2GS (MS)) is used to record persons holding state (municipal) civil service positions. It is carried out instead of form No. T-2 and has similar content.

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

The importance of a personal card lies in the fact that if a work record book is lost, it is the only document that directly confirms the employee’s work experience.

You should not confuse your personal card No. T-2 with documents such as, for example, a personal personnel record sheet or a questionnaire, which are part of your personal file. These documents are filled out by the employee himself, are drawn up in any form and may be missing if the employer does not have procedure approved registration of personal affairs.

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

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

Passports;

Education document about qualifications or the presence of special knowledge - when applying for a job that requires special knowledge or special training;

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

Insurance certificate of state pension insurance;

Certificates of registration with the tax authority;

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

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

Note!

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

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

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

But the employer has no right to require a person applying for a job to provide the specified documents. At the same time, the provision of these documents is in the interests of the employee himself, since otherwise the employer will not be able to provide the employee with the benefits and guarantees required by law.

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

I. " General information»;

II. “Information on military registration”;

III. “Hiring and transfers to another job”;

IV. "Certification";

V. “Advanced training”;

VI. “Professional retraining”;

VII. “Awards (encourages), honorary titles”;

VIII. "Vacation";

IX. “Social benefits to which an employee is entitled in accordance with the law”;

X. "Additional information";

XI. “Grounds for termination of an employment contract (dismissal).”

In Section I “General Information”, when indicating information about the employee, you should be guided by the following rules:

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

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

Note.

OKATO - “All-Russian Classifier of Objects of Administrative-Territorial Division” OK 019-95 approved by Resolution of the State Standard of the Russian Federation dated July 31, 1995 No. 413;

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

OKSO – “All-Russian Classifier of Specialties by Education. OK 009-2003" approved by Decree of the State Standard of the Russian Federation dated September 30, 2003 No. 276-st;

OKPDTR – Resolution of the State Standard of the Russian Federation dated December 26, 1994 No. 367 “On adoption and implementation all-Russian classifier professions of workers, positions of employees and tariff categories OK 016-94".

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

3. Citizenship is recorded without abbreviation. The recording of citizenship and its coding is carried out in accordance with OKIN; they can be as follows:

· citizen of the Russian Federation - 1;

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

· foreign citizen (indicate which state) - 3;

· stateless person - 4.

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

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

Education is recorded and coded according to OKIN and OKSO.

According to OKIN, education is coded as follows:

· primary (general) education - 02;

· basic general education - 03;

· secondary (complete) general education - 07;

· initial professional education - 10;

· secondary vocational education - 11;

· incomplete higher education - 15;

· higher education - 18;

· postgraduate education - 19.

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

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

6. The profession (main) is indicated in full on the basis of the staffing table and the order (instruction) on hiring. Another profession - on the basis of documents confirming the acquisition of a second education or specialty. Coded in accordance with the All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Levels OK-016-94”, approved by Resolution of the State Standard of the Russian Federation of December 26, 1994 No. 367 “On the Adoption and Enactment of the All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Levels OK-016-94" (hereinafter - OKPDTR).

7. Work experience (total, continuous, giving the right to a bonus for length of service, giving the right to other benefits established by a given employer) is calculated on the basis of entries in the employee’s work book and (or) other documents confirming the relevant length of service, indicated in days, months, years.

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

· never been (was) married - 1;

· is in a registered marriage – 2;

· is in an unregistered marriage - 3;

· widower (widow) - 4;

· divorced (divorced) - 5;

· separated (broke up) - 6.

9. Only family members are indicated as part of the family, indicating the degree of relationship.

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

10. Passport data is indicated in exact accordance with the passport.

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

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

· military ID (or temporary certificate issued in place of a military ID) - for citizens in the reserve;

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

According to the Instructions for the use and completion of forms of primary accounting documentation for recording labor and its payment for citizens in the reserves:

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

paragraph 4 “Full code designation of the VUS” - the full designation is written down (six digits, for example, “021101” or six digits and a letter, for example, “113194A”);

paragraph 5 “Category of fitness for military service” - written in letters: A (fit for military service), B (fit for military service with minor restrictions), C (limitedly fit for military service) or D (temporarily unfit for military service) . If there are no entries in the corresponding paragraphs of the military ID, category “A” is indicated:

in paragraph 7 “Registered with the military” is filled in (in pencil):

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

line b) - for citizens reserved with the organization for the period of mobilization and during wartime.

For citizens subject to conscription for military service:

paragraph 2 “Military rank” - the entry “subject to conscription” is made;

paragraph 5 “Category of fitness for military service” - written in letters: A (fit for military service), B (fit for military service with minor restrictions), C (limitedly fit for military service), D (temporarily unfit for military service) or D (not fit for military service). Filled out based on the entry in the certificate of a citizen subject to conscription for military service.

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

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

After filling out section II “Information on military registration”, at the bottom of the second page of form No. T-2, the personnel service employee must certify the specified data with his personal signature, indicating the position and the transcript of the signature. The employee also signs the second page of form No. T-2 and marks the date of its completion. The line containing the employee’s personal signature is a sample signature on the basis of which he will be paid wages.

Note!

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

The most important information is section III “Hiring and transfers to another job” and XI “Grounds for termination of an employment contract (dismissal)”.

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

This information must be filled out with particular care, as it often serves as the basis for confirming the employee’s work experience.

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

The last section of the personal card XI “Grounds for termination of the employment contract (dismissal)” is filled out by the HR employee upon termination of the employment relationship with the employee. The basis for termination of an employment contract (dismissal) is the formulation of the reason for dismissal on the basis of the relevant article of the Labor Code of the Russian Federation, which completely repeats the entry in the employee’s work book. The date of dismissal is the employee's last day of work. The details of the order (date and number), which is the basis for filling out this section, are also indicated in exact accordance with the entry in the work book. Records of dismissal are certified by the signature of the personnel service employee and the employee.

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

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

In Section VIII. “Vacation” records are kept of all types of vacations provided to an employee during the period of work for a given employer. The basis for making entries are orders for granting leave.

Title IX sets out the benefits to which an employee is entitled by law.

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

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

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

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

Ensuring prompt storage of personnel documents;

Ensuring efficient search of personnel documents.

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

Registration forms are maintained to record personnel documentation.

The following types of registration forms are distinguished:

Registration and control cards (RCC);

Registration journals (books);

Screen forms (when using computer technologies).

The forms of some journals and books are approved by official bodies. For example, the form of the book for recording the movement of work books and inserts for them is approved by Resolution of the Ministry of Labor of the Russian Federation of October 10, 2003 No. 69 “On approval of instructions for filling out work books.” But most forms are developed at the employer's discretion.

In the “List of standard management documents generated in the activities of organizations, indicating storage periods,” approved by Rosarkhiv on October 6, 2000, the following basic accounting forms and their storage periods were determined:

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

Register of part-time workers;

Journal of rewards and penalties;

Journal of registration of orders for educational leaves, leaves without pay wages and other;

Sick leave log and more.

In accordance with the Order of the Main Archival Directorate of the USSR dated May 25, 1988 No. 33 “State system of documentation support for management. Basic provisions. General requirements for documents and documentation support services" All documents that require accounting, execution and use for reference purposes (administrative, planning, reporting, accounting and statistical, accounting, financial and others) are subject to registration, both those created and used within the organization, and sent to other organizations; coming from superior, subordinate and other organizations and individuals. Both traditional typewritten (handwritten) documents and those created by computer technology (machine-readable, machinegrams) are subject to registration (clause 3.2.1.2. Order of the Main Archive Directorate of the USSR dated May 25, 1988 No. 33 “State system of documentation support for management. Basic provisions. General requirements for documents and documentation support services").

It also explains that:

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

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

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

Note!

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

Duplicating information in accounting forms increases the level of its safety and makes it easier to find the necessary documents.

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

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

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

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

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

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

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

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

Note.

In accordance with paragraph 3.2.1.4. Order of the Main Archival Directorate of the USSR dated May 25, 1988 No. 33 “State system of documentation support for management. Basic provisions. General requirements for documents and documentation support services”, the composition of the mandatory details, if necessary, can be supplemented with other details: performers, the performer’s receipt for receipt of the document, execution progress, attachments, etc. The order of placement of details on registration forms and the use of the reverse side of registration and control cards is determined by the employer independently.

After filling out the last page of the accounting journal (book), the end date is placed on its cover and the journal (book) is prepared for filing in the archive. For the main registration forms, as we have already mentioned, Rosarkhiv has established storage periods; for the rest, the employer sets the storage period independently.

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

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

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

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

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

· ensuring control over labor discipline in terms of the use of working time (timely attendance at work, identifying late and no-showers; monitoring the presence of personnel at work places during working hours, as well as recording the timely departure of workers from work);

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

· drawing up statistical reporting by work.

To record the time actually worked and (or) not worked by each employee, the following are used: Sheet for recording working time and calculating wages (Form No. T-12) and Sheet for recording working time (Form No. T-13).

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

The absence of documents for recording working hours drawn up in accordance with the current legislation, as well as the absence of any of the mandatory details in the primary accounting documents, can be qualified as an unreasonable inclusion of labor costs in the composition of costs that reduce the tax base, which will lead to the organization being involved in liability established by part 3 of article 120 of the Tax Code of the Russian Federation.

When maintaining a Timesheet for the use of working time, it is advisable to be guided by the following rules:

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

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

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

· Marks in the Timesheet about the reasons for absence from work, working part-time or outside normal duration working hours at the initiative of the employee or employer, reduced working hours and others are carried out only on the basis of properly executed documents. Such documents are certificates of incapacity for work, certificates of fulfillment of state or public duties, a written warning about downtime, an application for part-time work, the employee’s written consent to overtime work in cases established by law and other documents.

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

Partially paid leave for child care

Unpaid leave granted to an employee to care for a child

Unpaid leave granted to an employee with the permission of the administration

Leave without pay in cases provided for by law

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

Unpaid disability in cases provided for by law (in connection with a domestic injury, for caring for the sick and for quarantine, documented by certificates medical institutions and so on)

Hours of reduction of work for workers and employees against set duration working day in cases provided for by law

Downtime is not the fault of the employee

Whole-day absences with pay in cases provided for by law (fulfillment of state or public duties, emergency response, elimination of the consequences of natural disasters)

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

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

Weekends (for weekly rest) and holidays

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

Failure to appear for unknown reasons (until the circumstances are clarified)

You can find out more about issues related to the preparation of primary documents in the book by the authors of BKR-INTERCOM-AUDIT JSC “Primary Documents”.

You can find out more about issues related to personnel records management in the book by the authors of BKR-INTERCOM-AUDIT JSC “Personnel records management”.

Classification of documents in office work is a necessary document flow system when everything is in its place - according to timing and need. The personnel officer works with some documents every day, for example, with incoming and outgoing documentation, and some are touched occasionally. So that there is order in affairs, and if something happens, not the personnel officer, but another interested employee can quickly find the necessary paper, all documents need to be organized.

Document classification

As is known order loves consistency. In our world, almost everything is systematized - flora, fauna, even chemical elements. Documents can also be entered into a system that is divided into subsystems, departments and varieties. All personnel documentation relates to organizational and administrative documentation, and all your personnel papers can be divided into six main subsystems:

Main subsystems of personnel documentation

• administrative documents;
• documents relating to the work activities of employees;
• information and settlement documents;
• internal correspondence;
• accounting and registration journals.

TO local acts can, for example, include:

• collective agreement;
• payment provisions;
• Regulations on the HR department;
• job descriptions.

To administrative papers relate:

• orders on the main activities of the company;
• and on personnel (on admission, transfer, discipline, etc.).

Employees' work activities are documented:

• work books;
• contracts;
• certificates of employment.

Information and settlement documents you have these:

• personal cards T-2;
• staffing schedule;
• vacation schedules;
• report card;
• shift schedules;
• personal files of employees.

Internal correspondence may include:

• office notes;
• reports;
• submissions (based on the results of certification or independent papers).

Besides Documents can be divided according to storage periods:

• operational storage;
• temporary;
• and permanent.

Documents for operational storage

These are papers that have not yet been formed into files for filing in the archives or for
destruction. That is, folders with cases that have not yet been filled out. In turn, operational storage is divided into subtypes:

• storage of documents for execution;
• storage of already executed documents.

Executed means endorsed, agreed upon and registered by everyone.

It is inconvenient to store documents that are pending execution in one folder, because a lot of them can accumulate in a day or two. It is better to separate them and put them in different folders , for example like this:

• "for signature";
• "for execution";
• "for dispatch";
• "on approval".

Cases can be formed from executed documents.

Case Formation

Any personnel document goes through procedures:

• registration;
• publications;
• execution.

This can be clearly shown using the example of an employment order:

• in the registration log the new order is assigned a number;
• the order is printed and executed (endorsed by the director and employee, a copy is given to the employee);
• the signed order is placed in the folder with orders.

All executed documents are placed in folders in accordance with the nomenclature of cases. Each folder cannot contain more than 250 sheets, so, if necessary, a second volume with the same item number is created. But with a note - with the volume number!

So we get that creating a file is filling a folder with documents of the same type according to the nomenclature. In this case, the folder itself should have a heading:

• with item number;
• with volume number;
• with a title;
• with a start date (the end date is entered after the case is closed).

Attention!

Important: Only original documents in a single copy are included in the files! Copies or duplicates in files are nonsense .

Cases must be stored according to the rules before they are transferred to the archive.

Document storage rules

When forming cases, consider the following nuances:

Nuances of forming cases

• documents are formed into different files - according to storage periods;
• group documents of the same calendar year in the case, if the case is not transferable;
• do not allow the case to be overfilled - it should be no more than 250 sheets or no thicker than 10 cm;
• documents within the file should be arranged chronologically(in strict accordance with the entries in the registration log);
• regulations, instructions and other papers approved by orders are stored along with the orders;
• orders for core activities and personnel are different matters;
• Documents supporting orders can be grouped into a separate file, or together with orders (for example, an employment application can be attached to the T-1 order and stored together).

Advice: As soon as the document is completed, send it to the file immediately, do not leave it for tomorrow. This way you will prevent the loss of documents. What if you end up on sick leave? No one knows what will happen to the documents on the table in your absence. After all, as you know, there is no place for two housewives in the kitchen!

Meanwhile, you are the one responsible for personnel documents, and since 2010, the responsibility for the loss of organization documents is serious! For example, for loss of documents joint stock company you can be fined 5 thousand, and the company itself – 300 (Article 13.25 of the Administrative Code)!

As you can see, the classification of documents in office work is a convenient and not very complicated thing. In order not to get confused in matters, it is possible to develop a provision in which to describe the procedure for forming cases. Or you can include instructions for office work in the regulations on OK. This, of course, is the case if your company does not have an office management department.

Personnel documentation serves as a reflection of the labor relationship between employer and employees. Its main and most common types will be listed in the article.

What is personnel records management?

Personnel records management refers to the organization of the procedure for the formation of documents regulating labor Relations in company. Personnel records management can be handled by one person, if the company’s staff is small, or by an entire department HR specialists in large companies.

Personnel documentation the company consists of:

• unified forms;
• regulations and instructions developed by the company itself.

All personnel documentation endorsed by the head of the company or an authorized employee.

What types of HR documents are there?

All personnel documentation can be divided into two groups:

Group 1: documents that regulate the employer’s relationship with each employee individually.

Group 2: documentation reflecting labor relations throughout the company.

The first group includes the following personnel documentation:

• employment order (T-1);
• contract with an employee (TD-1);
• work book (Resolution of the Government of the Russian Federation “On work books” dated April 16, 2003 No. 225);
• employee personal card (T-2);
• translation documents (T-5);
• order for registration of leave (T-6);
• dismissal order (T-8);
• order to send an employee on a business trip (T-9);
• travel certificate (T-10);
• service assignment (T-10A);
• administrative document indicating the promotion of an employee (T-11).

The second group includes:

• Vacation schedule (T-7).
• Staffing table (T-3).
• Order to dismiss several employees (T-8a).
• Order on secondment of workers (T-9a).
• Order on employee incentives (T-11A).
• Time sheet (T-12)
• A document on the basis of which control of the number of hours worked and calculation of salary is carried out (T-13).
• Journal of checks of military registration of citizens.
• Order on the organization of military registration.
• Internal provisions:
  • collective agreement;
  • regulations on labor protection;
  • bonus regulations;
  • rules internal regulations;
  • regulations on business trips;
  • provisions on trade secrets;
  • wage regulations;
  • regulations on the use of personal transport for business purposes;
  • other.

For information on storing personnel documents, see the material .

What personnel documentation must be available?

Any company requires documents that reflect:

• personnel movement: hiring, transfer to another position, dismissal;
• time worked: accounting of time worked, business trips, vacations.
• employee income: wages, bonuses;
• general information about employees: their number and positions;
• mandatory rules that apply within the company.

Important! From 01/08/2015, the travel certificate and official assignment were removed from the list of mandatory documents (Resolution of the Government of the Russian Federation dated 12/29/2014 No. 1595).

It should be noted that depending on the specifics of the company’s activities and the work of a particular employee, the list of required documents may change. Let's look at examples.

Example 1. In the company, some employees use a personal car to carry out work assignments. Therefore, the organization should issue a regulation that will regulate the procedure for compensation for the use of personal transport by an employee.

Example 2 . The contract with each employee stipulates the procedure for paying bonuses. Thus, the company does not need to create a bonus provision.

Who controls HR records?

The main body responsible for control activities in personnel records management is recognized State inspection labor.

In addition to control activities, the inspection performs the following functions:

• protecting the labor rights of employees;
• notifications to companies and their employees about optimal ways compliance with the Labor Code of the Russian Federation;
• informing competent authorities about detected violations.

When starting an inspection, the supervisory authority requests all personnel documentation, on the basis of which he assesses the compliance of personnel records with current labor legislation. If any deviations from the norm are discovered, the employer is held accountable.

The Labor Code of the Russian Federation provides for the following types of liability for violation of the law:

• disciplinary (Article 192 of the Labor Code of the Russian Federation);
• administrative (Articles 5.7, 5.27-5.34, 5.39 of the Code of Administrative Offenses of the Russian Federation);
• criminal (Articles 143, 145, 145.1, 146, 147, 215, 216, 217 of the Criminal Code of the Russian Federation);
• civil law (Articles 15, 151 and Chapter 59 of the Civil Code of the Russian Federation).

It should be noted that, in addition to labor inspection, personnel documentation has the right to request:

• tax authorities during on-site audits;
• military registration and enlistment office for the purpose of monitoring the maintenance of military records.

How is a special assessment of jobs completed?

The competence of the labor inspectorate also includes identifying inconsistencies in the organization of workplaces with existing standards. This procedure is carried out based on the results special assessment. All employers must carry out special assessments. Its procedure is regulated by Law No. 426-FZ dated December 28, 2013.

Important! There is no need to conduct a special assessment for employees who carry out their work remotely or at home (Clause 3, Article 2 of Law No. 426-FZ).

A third party company is hired to conduct a special assessment. Before starting the procedure, she analyzes personnel documentation: labor contracts, staffing, labor protection regulations and others. The procedure is carried out once every 5 years, but there are cases unscheduled inspection(Article 17 of Law No. 426-FZ).

The documents that are generated during the assessment include:

• an order to conduct a special assessment, indicating the start of an inspection;
• order approving the schedule, regulating the sequence;
• declaration of conformity of working conditions, reflecting compliance with standards;
• report with results.

Responsibility for failure to conduct an assessment is provided for under Art. 5.27.1 of the Code of Administrative Offenses of the Russian Federation: a fine of 5,000-10,000 rubles is imposed on officials and individual entrepreneurs, and on companies - 60,000-80,000 rubles.

For payment of contributions based on the results of a special assessment, see the material .

Are all companies required to keep military records?

According to sub. 6 clause 1 art. 8 of the Federal Law “On Defense” dated May 31, 1996 No. 61-FZ, all companies are required to maintain military records. Main goal of this accounting is the collection, storage and transfer to the military registration and enlistment office of information about military personnel.

Important! Individual entrepreneurs are not required to keep military records (Clause 6, Article 1 of the Law “On Military Duty and Military Service” dated March 28, 1998 No. 53-FZ).

The specialist responsible for military registration is appointed by the head of the company. To maintain military records, you can be involved as new employee, and already working, with whom a contract for combining positions is drawn up. The number of specialists maintaining this record depends on the number of employees liable for military service (clause 12 of the Decree of the Government of the Russian Federation “On approval of the Regulations on military registration” dated November 27, 2006 No. 719).

During military registration, the following documents are important:

• order on the organization of military registration;
• military registration audit log;
• personal card T-2.

For information about the procedure for entering information about a military ID in T-2, see the material .

Verification of military registration is carried out every three years for a population of up to 500 people. If the staff is greater than the specified number, then control should be carried out once a year (clause 3 of Appendix 1 of the Methodological Recommendations for maintaining military records in organizations).

Responsibility for violation of the procedure for maintaining military records is provided for in Art. 21.1-21.4 Code of Administrative Offenses of the Russian Federation. For example, if the employer fails to submit a list of those liable for military service, liability arises in the form of a fine in the amount of 300-1,000 rubles, and if he did not inform the employee about his call to the military registration and enlistment office - 500-1,000 rubles.

Results

Every employer must ensure that the registration is correct. personnel documentation. Timely and correctly executed documents allow you to avoid liability for violations labor legislation.

At any enterprise, accounting of salaries and labor of employees is carried out in accordance with primary documentation, which is drawn up and maintained by the personnel service. If the activities of this department are not carried out well enough, then serious disruptions occur in the work of the entire company. Let us next consider what HR records are.

General information

As mentioned above, if the activities of the personnel department are not well organized, various problems arise in the enterprise. In particular, there may be delays in the payment of wages, compensation for sick leave, untimely preparation of papers for submission to regulatory authorities. All this leads to a significant deterioration financial indicators companies. HR documents are filled out in accordance with the requirements contained in the Labor Code. Control over the correctness of paperwork is carried out by both the labor and tax inspectorates. A supervisory officer can visit any office of a company, regardless of its type of activity and type of ownership, and request the organization’s personnel documents for inspection. Inspectors are vested with such powers in accordance with Federal Law No. 134.

Office tasks

The activities of the personnel service cover all processes that relate to the preparation and processing of documentation in accordance with established rules. It is carried out to solve a series management tasks. These include, in particular:

Why are personnel documents needed?

The main purpose of these papers is to ensure maximum transparency in labor relations. The office management system is based on certain rules and requirements. Compliance with them guarantees stability for employees and simplified management for the company’s administrative apparatus. Thanks to the precise regulation of the range of responsibilities and rights provided by personnel documents, the interests of all participants in labor relations are respected.

Types of papers

In accordance with the norms of the Labor Code, the main forms of personnel documents are as follows:

1. Staffing schedule.
2. Vacation schedule.
3. Internal regulations at the enterprise.
4. Documents that establish the procedure for processing personal data of employees, as well as their responsibilities and rights.
5. Instructions and rules for occupational safety. Any employer is obliged to provide hazardous conditions for employees to carry out their professional activity. Employees must be familiarized with the drawn up instructions and rules by signature.
6. Shift schedules. The Labor Code establishes the maximum permissible duration of work per day. During shift work, time is recorded by drawing up appropriate schedules.

The listed personnel documents are most often the subject of inspection by regulatory authorities.

Personnel

Personnel documents, which include information about employees, are created during the department’s work with personnel. Such papers are always closely related to a specific employee of the enterprise. They reflect information about the employee’s professional activities, his qualifications, work results, conditions for admission to the staff, length of service, and so on. Such documents, in particular, include:

1. Administrative papers confirming labor activity citizen.
2. Information and settlement documents.
3. Official internal correspondence.
4. Books/magazines of registration and accounting.

The documents of each group have their own specifics. They are intended for various purposes, developed, put into operation, and approved according to the appropriate procedures.

Administrative papers

This category includes instructions and orders from superiors. With their help, the manager exercises the powers to manage the enterprise as provided for in the company's Charter. Orders are divided into two groups. The first includes acts on the main activities of the company. These, in particular, are orders on production issues, certification procedures, instructions, and so on. The second group contains orders for personnel. These include acts of dismissal, hiring, transfer, leave, disciplinary sanctions, incentives. The documents of the first group cover the activities of the enterprise as a whole and relate indirectly to the work of the personnel department. Another category of papers is directly related to the activities of personnel. For the most part, these are unified personnel documents. Their forms are approved by the State Statistics Committee. Documents reflecting the activities of personnel include:

These documents are intended to illustrate as fully as possible the employee's work history. This, in turn, will be important both for assigning him a pension in the future and for calculating disability benefits during his activities at the enterprise. Copies of orders from other employers serve as the basis for making entries in the work book about part-time work and registering its duplicate.

Information and calculation category

These documents are maintained in order to record the personal data of employees and secure information relating to their work activities. Among them are:

• personal card;
• time sheet;
• staffing schedule;
• private bussiness.

Most of them are used standard forms. Unified forms of personnel documents greatly simplify the process of filling them out.

Internal correspondence

It is used at the enterprise to formalize the personnel decisions made. For example, in order to bring an employee to disciplinary liability, it is necessary to take an explanation from him. If an employee is supposed to be encouraged, his immediate superior sends a corresponding proposal to the director of the enterprise. Internal correspondence serves as one of the options for the official exchange of opinions between employees.

Books of control and accounting

Registration journals are designed to record existing personnel documentation (orders, certificates, personal files, work books). Each paper is assigned a specific number. The journal also indicates the date of registration of the document. Proper accounting gives the papers legal force. This, in turn, allows you to prove one or another position in a labor dispute. Registration and storage of personnel documents of this group is carried out by authorized persons. The company uses log books:

Some samples of personnel documents are approved at the federal level, others are developed by the company itself.

Are all the papers required?

Conventionally, the above personnel documents are divided into three categories:

• Depending on the specifics of the company's activities.
• Recommended.
• Required.

The latter must be maintained by all enterprises without exception, regardless of the number of employees, type of activity, legal status. These documents are either directly or indirectly indicated in the Labor Code. For example, the need to draw up operating rules at an enterprise follows from Articles 189-190, the staffing table - from Art. 57. Recommended papers are intended for optimization personnel work. Their presence or absence depends on the decision of the manager. Documents that depend on the specifics of the organization’s activities will be mandatory for a specific company. If an enterprise has harmful or dangerous working conditions, then it is obligatory to develop additional rules and instructions. For example, these could be provisions on regular medical examinations, TB training, and so on.

Restoration of papers

Often, when a new enterprise appears personnel worker, it encounters certain difficulties. For example, the company may not have certain mandatory papers. Create and implement in one day Required documents impossible. In this case, you should highlight the most important ones and start organizing them. Experts recommend that you first start drawing up vacation schedules and staffing schedules. Then you should check the availability and correctness of contracts, transfer orders, hiring orders, and marks in work books.

If the enterprise does not have accounting journals, they also need to be created. Next, you need to put all your personal cards in order. All documents are dated by the time of registration. However, in the text of the form, for example, f. T-2, the real date is entered, that is, the date when the employee was hired or transferred. In this case, you can contact the accounting department for help and request the personal accounts of employees to clarify and verify information. In the process of restoring lost or missing company papers, one should not forget about the current work. After this, it is necessary to begin drawing up, executing and implementing mandatory local acts. The retention periods for personnel documentation are approved by the relevant List. All papers contained in it must subsequently be handed over to the archives.

Earlier in our article: “Types of personnel documents of an organization in accordance with the Labor Code of the Russian Federation,” we already mentioned that personnel documents must be carried out by all organizations, regardless of their legal form, scope of activity and number of personnel. All these documents are directly or indirectly named in the Labor Code of the Russian Federation.

Overall to basic personnel documents, which must be available in any organization, include:

• employee's work record book;
• staffing table (form No. T-3);
• employment contract (or contract);
• order (instruction) on hiring (form No. T-1);
• personal card (form No. T-2);
• order (instruction) on transfer to another job (form No. T-5);
• order (instruction) on granting leave (form No. T-6);
• vacation schedule (form No. T-7);
• order (instruction) on termination of the employment agreement (contract) (form No. T-8);
• time sheet (form No. T-13);
• timesheet for recording the use of working time and calculation of wages (form No. T-12);
• internal labor regulations;
• regulations on the protection of employee personal data;

Let's look at the above documents in more detail.

Employment history. An employee’s work record book is the main document confirming the employee’s work activity and his length of service (see Article 66 of the Labor Code of the Russian Federation). The work record book is presented by the employee upon employment (hiring). The maintenance of work books is carried out by the employer in accordance with the procedure for filling out, maintaining and storing approved by the Instructions approved by the Resolution of the Ministry of Labor of Russia dated October 10, 2003. No. 69. When dismissing an employee, all entries about his work, awards, transfers to another position, entered into the work book during the period of the employee’s work in the organization, must be certified by the signature of the manager and the seal of the organization.

Staffing schedule. This document is approved at the beginning of the organization’s work according to the unified form No. T-3, approved by Resolution of the State Statistics Committee of Russia No. 1 and is valid indefinitely. If there is a need, additions to the staffing table can be made in an unlimited number; such additions, in turn, are approved by order of the head of the organization. The current Labor Code of the Russian Federation does not directly indicate the need for this document in the organization. At the same time, the mandatory nature of this document is mentioned in Article 15 of the Labor Code of the Russian Federation, according to which labor relations imply work in a position in accordance with the staffing table. In addition to the above, the staffing table is also contained in the list of documents checked by employees Pension Fund RF.

Employment contract. An employment contract with an employee is a fundamental document in personnel records management organizations (Article 56 of the Labor Code of the Russian Federation). It is in writing and signed by the employee and the employer. The terms of the employment contract must set out the working and payment conditions established on the basis of current regulatory legal acts and the requirements of labor legislation by agreement between the employee and the employer. The content of the employment contract is determined in accordance with the provisions of Article 57 of the Labor Code of the Russian Federation. Its terms can be changed only by agreement of the parties and only in writing.

Order (instruction) on hiring. Reception of an employee into the organization (again accepted employees) are formalized by an order (instruction) of the employer on hiring in form No. T-1, approved by Resolution of the State Statistics Committee of Russia No. 1, on the basis of an employment contract concluded with the employee. The content of the order (instruction) of the employer must comply with the terms of the employment contract concluded with the employee. The employer's order (instruction) regarding employment is announced to the employee against signature within three days from the date of signing the employment contract. When hiring, the employer must familiarize the employee with the internal labor regulations in force in the organization, and other local regulations of the organization related to labor function employee. This document is the basis for providing the employee with his workplace and assigning to him the necessary property of the employer. The draft order (instruction) on hiring is prepared simultaneously with employment contract. The storage period for orders for personnel, except for orders for granting vacations and secondments of employees and personal cards, is 75 years.

Vacation schedule. This document is approved by the employer, taking into account the opinion of the elected body of the primary trade union organization(if the latter is available) no later than two weeks before the start of the calendar year, this is stated in Article 123 of the Labor Code of the Russian Federation according to the unified form No. T-7, approved by Resolution of the State Statistics Committee of Russia No. 1. The vacation schedule is necessary to reflect information about the time of distribution of annual paid vacations for employees of all structural divisions of the organization for the current calendar year, broken down by month.

Time sheets. The working time sheet records the working time of each employee of the organization for the month when working with a flexible schedule for the purpose of summarized recording of working time. A unified form of working time sheet No. T-12 and No. T-13, approved by Resolution of the State Statistics Committee of Russia No. 1. It contains the personnel number of each employee of the organization, the last name, first name and patronymic of the employee, as well as information about working time for each day of the month worked . The timesheet is kept by a timekeeper or the person responsible for maintaining the timesheet, who is appointed by order of the manager for the purpose of personnel control and remuneration in the accounting department of the organization.

Internal labor regulations. Internal labor regulations are approved by the employer, taking into account the opinion of the representative body of employees, this is stated in Article 190 of the Labor Code of the Russian Federation. The rules do not have a unified form. Internal labor regulations are developed by the employer independently, taking into account current legislation and, as a rule, include the following sections: hiring; transfer to another position; dismissal; basic rights, duties and responsibilities of employees and employers; working time and rest time; liability for violation labor discipline and so on.

Regulations on the protection of employee personal data.

The employer’s obligation to approve the provisions on the protection of the employee’s personal data is enshrined in Article 87 of the Labor Code of the Russian Federation, as well as in Federal law RF dated July 27, 2006 No. 152-FZ (as amended on July 29, 2017) “On personal data.” Personal data is any information relating to or determined on the basis of such information to an individual(personal data subject), including his last name, first name, patronymic, year, month, date and place of birth, address, family, social, property status, education, profession, income, other information (clause 1 of article 3 of the Law No. 152-FZ). Statement on the protection of personal data unified form does not have. This document includes such sections as: the concept and composition of personal data; obligations and rights of the employee and the employer; collection, processing and storage of personal data; access and transfer of personal data; protection of employee personal data; responsibility for disclosure of employee personal data.

Book of accounting of work books and inserts in them. When receiving a work book in connection with dismissal, the employee must sign in the book of work records and inserts in them. The accounting book must be numbered, laced and sealed with the signature of the head and the seal of the organization.

Agreement on full financial liability. Provisions on contracts for full financial liability of employees are contained in Articles 243, 244 of the Labor Code of the Russian Federation). They are mandatory to be concluded with employees who have reached the age of eighteen, in the event of the transfer to the employee of material assets for storage or use in the production process to perform the duties assigned to him. Standard form the agreement on full financial liability was approved by Resolution of the Ministry of Labor of Russia No. 85.

Thus, we tried to consider the main mandatory personnel documents for an organization of any form of ownership and their features, in the absence of which the labor inspectorate, in the event of an inspection of your organization, may completely legally bring the company to administrative responsibility for the absence of any of the personnel documents given in this article.

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