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What documents should the HR department keep? Mandatory personnel documents generated in the personnel department of the enterprise. Requirements for a Human Resources Specialist

HR management is a complex of procedures for documentation labor relations. The key moments of interaction with the personnel - employment and dismissal, transfer and sending on a business trip, rewarding and disciplinary punishment - are accompanied by certain formalities. All employers using hired labor are required to conduct personnel records management-2019: the new requirements somewhat simplify this process for individual entrepreneurs and micro-enterprises, but do not completely exempt them from it.

HR records can be maintained by one HR specialist or by an entire HR department. It all depends on the size of the company and the complexity of its structure. The larger the staff, the more solid the flow of documents that the personnel officer has to deal with, the more difficult it is for him to cope alone. The HR department needs to be expanded. And in small organizations where a total of 10-20 people work, all issues related to personnel can be decided solely by the head. Ideally, this requires appropriate qualifications, but with a small amount of work, even HR records management for dummies mastered from scratch allows you to cope with it normally.

Mandatory personnel documents

Inspectors of the SIT, inspectors from the prosecutor's office, representatives of the Pension Fund have the right to request documents for verification ... The absence of even one mandatory document gives rise to serious problems. Both the employer and the official whose duties include personnel records in the organization can be responsible for this: documents personnel records should always be in order, this determines the quality of work with staff. Make sure that the company has all the required documents provided for labor law.

Type of document	Purpose	The rule providing for it
Internal labor regulations	They fix the procedure for employment and dismissal of employees, the mode of work and rest, the applied disciplinary measures, the rights and obligations of the parties, etc.	Art. 189 Labor Code of the Russian Federation
Vacation schedule	Establishes the terms for granting annual paid holidays	Art. 123 Labor Code of the Russian Federation
staffing	Fixes the structure, number and composition of staff, job titles	Art. 57 of the Labor Code of the Russian Federation
Journal of instruction on labor protection	Confirms that employees have successfully completed OSH training	Art. 212 of the Labor Code of the Russian Federation
Labor protection instructions	Establish safety standards in the workplace	Art. 212 of the Labor Code of the Russian Federation
Time sheet	Records the time actually worked by employees and serves as the basis for payroll	Decree of the State Statistics Committee of Russia No. 1 of 01/05/2004
Regulations on the personal data of employees	Regulates the composition, procedure for processing and storing personal data, the conditions for their transfer to third parties, obtaining consent to processing	Art. 88 Labor Code of the Russian Federation
Regulations on wages and bonuses	Fixes the system of remuneration (including overtime) and employee incentives chosen by the employer	Art. 135 of the Labor Code of the Russian Federation
Book of accounting for the movement of work books and inserts in them	Reflects data on the receipt from employees and the issuance of completed work books
Income and expense book for accounting for forms of work books and inserts in them	Reflects data on the receipt and expenditure of blank forms	Decree of the Ministry of Labor of Russia No. 69 dated 10.10.2003

This is the minimum that the HR manager should take care of. As soon as employees appear in the organization, the mandatory list expands with documents of an individual nature: employment contracts, orders for employment, personal cards. If the law requires sending personnel for medical examinations, a register of examinations is started, if some positions involve full financial responsibility, it should be fixed by drawing up contracts.

Part of the documents - for example, internal labor regulations (PWTR) or regulations governing certain aspects relationships with personnel - are developed once and are applied from year to year. Changes are made only as needed. Others are compiled anew with a certain regularity: vacation schedule - annually, time sheet - monthly, shift schedule - at the end of the accounting period, etc.

Courses to help you improve your paperwork

Additional personnel documents

This means that the employer will not be fined for their absence, but the efficiency of work with personnel may suffer. This category is represented collective agreement, regulations on attestation and professional retraining employees, rules for working with archives, documents of an individual nature: questionnaires filled out in the course of employment, statements of employees, orders for the provision of material assistance, etc.

Refine them as needed.

HR records management from scratch: step by step instructions-2019

So, you have to establish personnel records management from scratch. How to do it and where to start? Even without solid work experience, you can put in order the personnel affairs of any company - operating, reorganized or just opening. A new instruction on personnel records management will help to avoid mistakes in this painstaking task.

Step 1. Learn the Basics personnel office work . You will need special literature: manuals, regulations in the field labor law with comments. Always keep on hand Labor Code Russian Federation in the current edition: it contains answers to many questions related to everyday personnel work. Ignorance of the norms of labor legislation often turns into fines for the employer.

Step 2: Find out which computer programs you can use. Many organizations establish specialized software, which facilitates the work with documents and optimizes routine personnel processes. For example, accounting for actual hours worked, scheduling vacations, drawing up template orders and instructions.

Step 3. Read the company's founding documents. HR processes it is necessary to draw up in such a way that there are no contradictions with the provisions of the charter and other constituent documents. The charter prescribes the procedure for hiring and remuneration of the first persons of the company, the staffing approval scheme and other important nuances that you need to know about.

Step 4. Review local regulations. See if all the required documents are available, and be sure to check them for compliance with current legislation. If some normative acts from the mandatory list are missing (or they exist, but are drawn up with errors), the company may be fined.

Tips on how to avoid fines:

Make a list of missing provisions and rules.
Develop documents that are missing on your own or with the involvement of specialists from other services and departments.
Coordinate projects with management and approve orders.

Step 5. Design a template employment contract, which you will later use to formalize relations with employees. The content of the document should not contradict Article 57 of the Labor Code of the Russian Federation. Be sure to include all required terms in the contract.

Step 6. Create a set of forms for standard personnel procedures. These include dismissal, transfer and hiring, vacation, business trips, bonuses, etc. Today, commercial structures have a choice: to use unified forms orders or develop your own forms. If the second option is chosen, approve the new forms in writing.

Step 7. Get logs. This important point contains any instruction on personnel records management. In addition to books on accounting for blank and completed forms of work books, at least five more journals should be kept.

Among them:

Accounting for inspections carried out by control and supervision bodies.
Registration of industrial accidents.
By registering instructions. Introductory, workplace and fire safety - a separate log is kept for each type.

Start other magazines as needed. The law does not require registration of orders for personnel, employees leaving on business trips or issuing maternity leave, incoming correspondence and disability certificates. But it helps in personnel work.

Step 8. Check if the labor relations with the employees are formalized correctly. including with CEO: unfortunately, the first persons of companies are often hired with violations. Special attention pay attention to the conditions prescribed in the contracts (validity period, test for employment, liability, etc.). Eliminate all identified shortcomings by concluding additional agreements to employment contracts.

Step 9. Organize work with work books. My labor worker transfers to the personnel department at the stage of employment. From that moment until the dismissal of its owner, the document is kept by the employer. The person responsible for the execution, storage and issuance of work books is appointed by order of the head of the company. These responsibilities, as well as full-scale HR administration, are usually entrusted to the personnel officer.

So that neither the management nor the GIT have any complaints about the quality of work books, be guided by the requirements:

articles 66 of the Labor Code of the Russian Federation;
instructions approved by the Decree of the Ministry of Labor of Russia No. 69 dated 10.10.2003;
rules approved by Decree of the Government of the Russian Federation No. 225 dated April 16, 2003.

Step 10. Get personal cards for all employees. Including "seasonal workers", homeworkers and part-time employees. An exception is contractors under civil law contracts, on which cards are not started. Use form No. T-2 or its local equivalent.

Step 11. Organize military registration. In small enterprises where there is no separate military registration desk, this function is usually entrusted to a personnel officer. Issue an order to appoint a person responsible for military registration, draw up an annual work plan and coordinate it with the military registration and enlistment office, transfer data from military tickets and other documents military registration presented during employment, in the personal cards of employees. Together with the plan and the order, submit a report in form No. 6 and an organization registration card in form No. 18 to the military registration and enlistment office (see letters of the Ministry of Culture No. 125-01-16 / 24 of November 3, 2003 and No. 2015).

Step 12. Provide documents with acceptable storage conditions. Forms strict accountability, for example, the originals of work books and their inserts (both completed and new) should be stored outside the area public access. For example, in a safe or securely locked fireproof cabinet. At the end of the calendar year, transfer the documents completed in office work to the archive of the organization. Look for the terms of archival storage of documents of different categories in the list approved by order of the Ministry of Culture of Russia No. 558 dated 08/25/2010.

Over time, the volume of personnel documentation will increase significantly. Be prepared for this and think over the logic of order numbering in advance. There are no clear instructions for this case, be guided by common sense. If there are few orders, you can use continuous numbering, if there are many, divide them into groups and use additional letter indices to avoid confusion.

Personnel workers in the course of their activities develop, compile, draw up various documents: local regulations of the employer, contracts (labor, full liability etc.) and agreements with employees, orders, notifications, proposals, acts, certificates, magazines. They work with other documents as well.
Can be distinguished three groups of documents :

mandatory - documents in respect of which the law establishes the requirement that the employer must have them, that they must be accepted, concluded, executed, signed (these documents, in case of verification, are especially carefully studied by employees of state labor inspectorates),
documents that become mandatory under certain circumstances,
optional documents.

Listed binding documents we will also give some accounting documents that are mentioned in labor legislation, are required during inspections of the State Labor Inspectorate, for the preparation and execution of which personnel workers are often involved.

If your company is a micro-enterprise, then according to 309.2 of the Labor Code of the Russian Federation, you may not draw up some documents:

"The employer is a small business entity, which is classified as a micro-enterprise, has the right to refuse in whole or in part from the adoption of local regulations containing norms of labor law (rules of internal labor regulations, regulation on remuneration, regulation on bonuses, shift schedule, and others). At the same time, in order to regulate labor relations and other relations directly related to them, an employer - a small business entity, which is classified as a micro-enterprise, must include in labor contracts with employees conditions regulating issues that, in accordance with labor legislation and other regulatory legal acts containing norms labor law, should be regulated by local regulations..."

Employer compliance with labor laws, personnel documents can be checked by the State Labor Inspectorate.

The enterprise also keeps a register of inspections of a legal entity, an individual entrepreneur, carried out by state control (supervision) bodies, municipal control bodies. According to paragraph 8 of Art. 16 of the Federal Law of December 26, 2008 N 294-FZ (as amended) "On the protection of the rights of legal entities and individual entrepreneurs in the exercise of state control (supervision) and municipal control" legal entities, individual entrepreneurs has the right to keep a log of inspections on standard form established by the federal executive body authorized by the Government Russian Federation. The form of this journal was approved by the Order of the Ministry of Economic Development of the Russian Federation of April 30, 2009 N 141. This journal reflects, along with other inspections in the company, inspections of labor inspectorates.

When checking the State Labor Inspectorate, the employer may also be required to have his constituent documents.

The above list of documents cannot be called exhaustive - under certain circumstances, other documents may also become mandatory.

Book of accounting for the movement of work books and inserts in them, You can order an income-expenditure book for accounting for work book forms and an insert in it and other accounting and registration journals here >>

Optional Documents

Optional documents include job descriptions, local regulations on structural divisions, some memos, some types of accounting journals, etc.

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Human Resources Department is a structure in the organization that deals with personnel management.

The personnel department is not only a functional unit, it is also the face of the company, since it is in the personnel department that any applicant begins to get acquainted with the organization.

HR goal

The purpose of the personnel department is to contribute to the achievement of the goals of the enterprise (organization) by providing the enterprise with the necessary personnel and effective use potential of employees.

The selection of employees is carried out with the help of specially developed strategies: the submission of information about vacancies to the media and employment services, the application of selection methods, testing, procedures for the adaptation of specialists and subsequent advanced training.

Tasks of the personnel department

The main task of the personnel department is to correctly take into account the work of employees, determine the number of working days, weekends and sick days for calculating salaries, vacations and submitting information to the accounting department of the organization.

The main tasks of the Human Resources Department are:

organizing the selection, recruitment and hiring of personnel with the necessary qualifications and in the required volume. The selection of employees is carried out using specially developed strategies: from submitting information about vacancies to the media and employment services to the application of selection, testing, adaptation procedures for specialists and subsequent advanced training;

creation effective system staff members;

development of career plans for employees;

development of personnel technologies.

In addition, the personnel department must submit information about employees to the Pension Fund of the Russian Federation, Insurance companies, Tax and Migration Service.

Functions of the Human Resources Department

The main function of the personnel department in the enterprise is the selection of personnel.

The main functions of the personnel department in the enterprise include:

determination of the needs of the organization in personnel and selection of personnel together with the heads of departments;

analysis of staff turnover, search for methods to deal with a high level of turnover;

introduction of labor motivation systems;

preparation of the staffing of the enterprise;

registration of personal files of employees, issuance of certificates and copies of documents at the request of employees;

carrying out operations with work books (receiving, issuing, filling out and storing documents);

keeping records of vacations, scheduling and registration of vacations in accordance with current labor legislation;

organization of employee attestation;

preparation of staff development plans.

HR structure

The structure of the personnel department of the enterprise and its number is determined by the director of each company, depending on the total number of personnel and the characteristics of the activity.

AT small companies(up to 100 employees) one or two HR employees are sufficient.

At the same time, small enterprises may not have an individual employee, and then such work is performed by the chief accountant or general director.

In medium-sized organizations (from 100 employees to 500 people), it is advisable to create a personnel department of personnel from three to four personnel specialists

On the large enterprises where 500 or more people work, the personnel department may have from 7 to 10 employees.

Relationship between HR and other departments

To effectively perform their functions personnel service It is necessary to constantly and closely interact with other departments of the enterprise:

Interaction with the accounting department of the organization

The personnel department interacts with the organization's accounting department to resolve issues related to remuneration.

So, the personnel department submits documents and copies of orders for dismissal, employment, business trips, vacations, incentives or penalties for employees to the accounting department of the organization.

Liaison with the legal department

The Legal Department provides Human Resources staff with information about latest changes in the current legislation, provides comprehensive legal support.

Interaction with other divisions of the company

By personnel matters the personnel department constantly interacts with all structural divisions of the company.

Still have questions about accounting and taxes? Ask them on the forum "Salary and personnel".

Human resources department: details for the accountant

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

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

1) primary accounting documents;

2) derivative (secondary) accounting documents.

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

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

Private bussiness.

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

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

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

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

The exception is the personal files of civil servants.

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

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

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

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

Ø internal inventory of documents available in the personal file;

Ø questionnaire or personal sheet on personnel records;

Ø CV or resume;

Ø copies of education documents;

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

Ø job application;

Ø addition to the personal sheet on personnel records;

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

Ø certificates and other documents related to this employee.

According to paragraph 6.2.10. Order of the Ministry of Culture of the Russian Federation dated November 8, 2005 No. 536 "On standard instruction 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 should contain information about the serial numbers of the documents of the case, their indexes, dates, headings and numbers of the sheets of the case on which each document is located. The sheets of the personal file and its internal inventory are numbered separately.

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

A personal personnel record sheet includes biographical information about the employee, his education, previous jobs from the beginning of his career, marital status, and more.

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

Ø passport;

Ø work book;

Ø military ID;

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

Ø documents on existing inventions.

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

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

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

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

If, when applying for a job, 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 the documents of a personal file or be formed into separate files.

A personal file may include documents such as lists of inventions, scientific papers, and more.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Employee's personal card.

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

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

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

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

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

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

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

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

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

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

Passports;

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

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

insurance certificate 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 is also used Additional Information reported by the employee.

Note!

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

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

Such additional documents, as a rule, include: a child's birth certificate, a marriage certificate, a woman's pregnancy certificate, documents on disability, being in the radiation impact zone due to the accident at the Chernobyl nuclear power plant, and others.

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

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

I. " General information»;

II. "Information about military registration";

III. "Employment and transfers to another job";

IV. "Attestation";

V. "Professional development";

VI. "Professional retraining";

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

VIII. "Vacation";

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

x. " additional information»;

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

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

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

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

Note.

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

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

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

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

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

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

a citizen of the Russian Federation - 1;

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

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

stateless person - 4.

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

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

Education is recorded and coded according to OKIN and OKSO.

According to OKIN, education is coded as follows:

Primary (general) education - 02;

basic general education - 03;

secondary (complete) general education - 07;

· initial vocational education - 10;

secondary vocational education - 11;

incomplete higher education - 15;

higher education - 18;

Postgraduate education - 19.

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

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

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

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

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

Never been (was not) married - 1;

is in a registered marriage - 2;

· is in an unregistered marriage - 3;

widower (widow) - 4;

divorced (divorced) - 5;

dispersed (dispersed) - 6.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

For citizens subject to conscription for military service:

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 (limited fit for military service), G (temporarily unfit for military service) or D (unfit for military service). It is filled in on the basis of an entry in the certificate of a citizen subject to conscription for military service.

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

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

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

Note!

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

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

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

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

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

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

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

When filling out section VII “Awards (incentives), honorary titles”, it is necessary to 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 state awards awarded honorary titles should also be listed.

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

Section IX specifies social benefits to which the employee is entitled in accordance with the law.

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

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

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

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

Ensuring the operational storage of personnel documents;

Security effective search personnel documents.

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

Registration forms are maintained to record personnel records.

There are the following types of registration forms:

Registration and control cards (RKK);

Registration journals (books);

Screen forms (when using computer technology).

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

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

Article number	Type of document	*Document retention period<>**	Note

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

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

Journal of rewards and penalties;

Journal of registration of orders for study leave, leave without saving wages and other;

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

It also explains that:

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

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

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

Note!

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

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

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

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

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

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

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

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

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

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

Note.

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

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

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

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

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

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

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

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

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

drawing up statistical reporting by labor.

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

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

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

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

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

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

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

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

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

Partially paid parental leave

Unpaid leave granted to a child care worker

Unpaid leave granted to an employee by permission of the administration

Leave without pay in cases provided for by law

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

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

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

Downtime through no fault of the employee

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

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

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

Days off (for weekly rest) and holidays

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

Absences for unexplained reasons (until clarification of the circumstances)

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

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

MANDATORY LOCAL REGULATIONS

First of all, you need to remember that the current Labor Code of the Russian Federation (hereinafter referred to as the Labor Code of the Russian Federation) requires that a number of local (i.e. local) regulatory documents be created in the organization.

Mandatory local regulations are:

Rules of internal labor regulations (PWTR).
Regulation (or instruction) on the protection of personal data of an employee.
Safety instructions.
Staffing table (unified form T-3).

All these documents are valid until replaced by new ones.

The vacation schedule (unified form T-7), in accordance with Article 123 of the Labor Code, is drawn up annually, no later than two weeks before the start of the calendar year, and is a document that is mandatory for both the employer and the employee (with the exception of privileged categories of employees) .
A shift schedule is necessary in those organizations where shift work is used.
The regulation on labor rationing and the regulation on production standards should be drawn up in those organizations where the piecework form of remuneration of workers is used.

OPTIONAL LOCAL REGULATIONS

In addition to the listed documents, the organization, at its discretion, may create other documents - optional local regulations. In particular, these may be:

regulations on structural divisions approved by the director of the organization;
job descriptions for employees and labor (or work) instructions for workers;
instruction on personnel records management is a very useful tool for an employee performing the functions of a personnel officer, as it greatly facilitates his interaction with line and functional managers;
album of forms of documents on personnel records;
regulation on certification - if the organization conducts periodic certification or certification based on test results;
staff regulations;
collective agreement.

All these documents are also valid until replaced by new ones.

DOCUMENTS FORMING RELATIONS WITH EMPLOYEES AND CONTAINING INFORMATION ABOUT THEM

These documents include:

first of all, it is an employment contract, drawn up, in accordance with articles 57 and 67 of the Labor Code of the Russian Federation, in writing, in duplicate. One copy of the employment contract is issued to the employee against receipt, and the second copy is kept by the employer - either in the employee's personal file or in the "Employment contracts with employees" file;
then a personal card is issued for each employee (unified form T-2). Personal cards can only be kept in a separate file;
personal files of employees are not required, but since this is a very convenient dossier for each employee, most personnel officers draw up them. We repeat that we are not obliged to keep personal files, but if such a decision is made, then it is necessary to keep them according to the strict rules provided for processing personal files. However, you can simply arrange files or folders for each employee for the convenience of the personnel officer. These folders contain copies of all documents related to specific employees;
work books employees are documents of strict accounting and reporting, therefore, they must be kept in a safe, permanently locked with a key. Work books are drawn up in strict and strict accordance with the Rules for maintaining and storing work books, preparing work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 2003. No. 69.

STAFF ORDERS

The employee responsible for maintaining personnel records management is obliged to prepare draft orders for personnel and organize their endorsement by the relevant officials and signing by the head of the organization. Personnel orders must be kept and registered separately from personnel orders. These include orders for which the State Statistics Committee has developed unified forms:

on hiring an employee - form T-1;
on hiring workers - form T-1a;
on the transfer of an employee to another job - form T-5;
On the transfer of employees to another job - form T-5a;
on granting leave to an employee - form T-6;
on granting leave to employees - form T-6a;
on termination (termination) of an employment contract with an employee (dismissal) - form T-8;
on termination (cancellation) of an employment contract with employees (dismissal) - form T-8a;
about sending an employee on a business trip - form T-9;
on sending employees on a business trip - form T-9a;
on the promotion of an employee - form T-11;
on employee incentives - form T-11a.

In addition to these orders, personnel officers have to draw up in any form (or create their own unified forms for them) the following types of orders:

on combining positions (professions);
on the replacement of a temporarily absent employee without release from basic duties;
on the imposition of penalties;
on early withdrawal of penalties;
on changes in the employee's personal data;
on the assignment of a rank;
about attracting overtime work;
on attraction to work on weekends (holidays);
about duty;
on the establishment or removal of personal allowances;
about changing the mode of operation.

ORDERS ON THE MAIN ACTIVITIES AND OTHER DOCUMENTS

I would especially like to say that personnel officers have to prepare a number of orders for their core activities. Of course, these orders will be registered and stored along with other orders of this category, but their preparation and further work with them is the responsibility of the personnel officer. These are, in particular, orders:

on the approval of the staffing table;
on changes to the staffing table;
on making changes (additions) to the vacation schedule;
on amendments (additions) to local regulations;
on the annulment of illegally or erroneously issued orders on personnel, etc.

We have already named some unified forms for personnel records that should be in every organization. (Note that in an article addressed to readers who are engaged in personnel work, we do not consider payroll documents. This is a topic for conversation with accountants). However, in addition to them, any personnel officer should be able to draw up

travel certificate - form T-10;
job assignment - form T-10a;
a note-calculation on granting leave to an employee - form T-60 (front side);
a note-calculation upon termination (termination) of an employment contract with an employee (dismissal) - form T-61 (front side);
an act on the acceptance of work performed under an employment contract concluded for the duration of a certain work - form T-73 (this type of fixed-term employment contract is extremely rare, therefore even experienced personnel officers with many years of work experience often did not have to deal with form T-73 ).

REGISTRATION OF DOCUMENTS

There are currently three ways to register:

the simplest - in magazines;
more perfect - with the help of a file cabinet;
and the most perfect, convenient, fast - with the help of appropriate computer programs.

Secretaries are free to choose the most appropriate for them in each particular case, the method of registration of documents relating to the main activities of the company. But the registration of personnel documents can only be carried out using journals. In the event of a labor dispute, the computer registration of the court or state inspection work may not be recognized. But it is necessary to prove that this or that document was created really on the day indicated in the "date" props! The outcome of the case depends on this.

So, what kind of registers of registration of personnel documents must be in the organization:

Journal of registration of employment contracts (which can be registered as orders - during the calendar year, starting from the new year, starting the numbering again. Or you can register, for example, staffing tables - for the entire period of the organization's activity, i.e. from the very first employment contract concluded once with the first employee, and until the very last, which will someday be concluded, apparently, shortly before the liquidation of the company);
register of personal cards (T-2);
register of personal files of employees (if they are maintained);
logs for registering orders (the number of logs is determined depending on the size of the personnel workflow. All personnel orders can be registered in one or more logs - up to the point that for registration different types orders, different magazines can be used);
journal of registration of acts (on refusals to familiarize themselves with documents, on absenteeism, on violations of internal labor regulations, etc.);
a book of accounting for the movement of work books and inserts to them (it is stored, like work books, in a safe).

On an optional basis (but this is very useful from the point of view of proof), logs are kept for registering employees' statements, memorandums and explanatory notes related to personnel work.

Books of account are needed to record:

overtime work;
used and unused days of annual paid leave
time off provided to employees, etc.

Card index of warnings

In many cases, the Labor Code requires employees to be warned in time about the occurrence of certain events. Therefore, it is extremely useful to keep a file of warnings (paper or in in electronic format) about these events:

expiration of the test period (dismissal of employees who did not pass the test is possible only if they were warned about this in writing, indicating the reasons for at least three days in advance - article 71 of the Labor Code of the Russian Federation);
expiration of the employment contract (it is also necessary to notify the employee in writing at least three days before dismissal - article 79 of the Labor Code of the Russian Federation);
annual paid vacations (the employee must be notified of the start time of the vacation no later than two weeks before it starts - Article 123 of the Labor Code of the Russian Federation);
in addition, you can make "reminders" about any other events (birthdays of employees, etc.) for the convenience of work.

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