Personnel records management in an organization or enterprise - maintaining personnel records and document flow. Personnel records

The personnel of any enterprise are its main value and key resource. Therefore, organizing a competent personnel accounting process is an important component of the work, which requires competence and in-depth knowledge of the current legislation of the Russian Federation.

Properly selected HR department employees will guarantee that errors are reduced to zero and the rights of the entire team are protected. Read on to learn more about the peculiarities of maintaining personnel records and the main mistakes made by employers.

The concept of personnel records

Personnel accounting is a complex of processes and measures related to regulation labor relations between employer and employee. This mechanism is necessarily present in any company, regardless of its staff size and legal form.

In general, personnel records include the following activities:

• formation of personal files of employees;
• calculation of and other payments;
• compilation and recording of working hours;
• registration of sick leaves, applications and certificates at the place of request;
• submission of periodic reports to the tax authorities;
• drafting and monitoring compliance;
• preparation of personnel orders;
• maintaining relevant documentation;
• work on and evaluation of employees;
• compliance with the rules of non-distribution of personal data of company employees.

In accordance with the Labor Code of the Russian Federation, each organization must have the following documentation:

• Staffing schedule.
• Personal cards of employees.
• Prisoners and additional agreements to them.
• Vacation schedule.
• Regulations on the procedure for protecting and processing personal (personal) information of employees.
• Orders and statements of employees (about, provision, etc.).
• Labor regulations (within the organization).
• Work records of all employees.

Organization of personnel records

The most common ways of maintaining personnel records in an organization are:

Creating a HR department or hiring a HR specialist (HR manager)

The main advantage of this method of personnel records management is the ability to organize in accordance with its principles and requirements, so the employee is directly in the company.

Assigning responsibilities for maintaining personnel records to a secretary or accountant

In times of crisis and the need to save money, a situation often occurs when one employee combines the duties of a secretary, accountant, HR specialist and even a lawyer. Such an employee, as a rule, specializes in one area, and, accordingly, is not entirely competent in others.

And this is fraught with possible mistakes and liability of the company’s management, which leads to unnecessary costs - time and material.

Transfer of HR functions to an outsourcing company

Organizational work, personnel management, training and selection are managed by a third-party outsourcing company, which is a specialist in its field. There are many professional staff and organizations with which it is concluded agreement for the provision of relevant personnel accounting services.

Each of the above options has its pros and cons. How exactly personnel records will be kept and who will directly deal with them is decided by the management of the organization, taking into account the number of personnel, its turnover and domestic policy.

Features of management

Sometimes employees need to obtain a copy of their time sheet. In accordance with the Labor Code, the employer is obliged to issue such a document. But in accordance with laws on the protection of personal data, a complete copy can be issued only with the consent of all employees registered there. Therefore, an extract from the report card is issued, which provides only information about the applicant

The main mistakes that employers and HR employees make

In the process of maintaining personnel records, errors may be made that will lead to the inspection authorities. Typical mistakes personnel records are:

Mistakes when working with personal files

The personal file of each employee is formed from the moment of his hiring until his dismissal. The most common mistakes when managing personal affairs are:

• there are no required documents in the personal file;
• the order of documents is disturbed;
• there are no personal files (not documented);
• reconciliation is not carried out in a timely manner;
• filled out instead of a personal personnel record sheet;
• the case includes documents that should not be part of it;
• employees personnel service do not comply with the procedure for transferring personal files to third parties and organizations.

Correct formation of personnel files allows for better security of documents and prompt access to them.

Errors when drawing up an employment contract

Mistakes made by the employer during the process often lead to serious consequences in the resolution process. labor disputes. Typical mistakes in this case are:

• the employment contract is concluded in one copy;
• the employment contract is not registered, there is no registration date;
• there are no signatures on employment contracts;
• not registered mandatory information and/or conditions;
• there are no written employment contracts with employees;
  one copy employment contract not received personally by the employee, or
• there is no receipt mark;
• the terms of the contract are not defined;
• the conditions for employment with, if available, are not specified;
• no specific value specified wages employee, the terms of payment and place of receipt of salary, working hours and duration of leave are not established.

Errors in maintaining work records

Here, the bulk of errors are related to the procedure for filling out the work book. The most common mistakes:

• a receipt was not issued when receiving a work book from a company employee;
• the order does not appoint a person responsible for maintaining, recording, issuing and storing work records;
• the employee information section is not supplemented when the employee receives a higher level of education;
• the sequential numbering of records is incorrect;
• not all records of work (including translations) are contained;
• refusal to issue work records to students combining work and study;
• when issuing a duplicate, the “duplicate” mark is not made;
• incorrect corrections were made in the job information section;
• the book recording the movement of work books and to them is not maintained properly or there is no book;
• the employee information section was not filled in when filling out the insert;
• the employee’s signature is missing in the employee information section;
• the job information section does not contain the full name of the employer;
• the dismissed employee is sent a work book by mail without a written statement from the employee about such a request.

A work book is the main document of any employee, reflecting his work experience throughout the entire professional activities. Therefore, it is necessary to minimize the occurrence of possible errors and violations during registration and maintenance of this document.

Each of the mistakes can have an extremely negative impact on the management of the organization and lead to serious consequences. Therefore, it is recommended to entrust the functions of personnel accounting to competent and competent specialists who are well versed in current legislation and the requirements of inspection bodies, or trust professional outsourcing companies.

HR administration from scratch: step by step guide 2019

HR WORK FROM ZERO:

a brief approximate step-by-step guide to setting up HR records in a newly opened company

(if you want to put things in order in an already running campaign, then another step-by-step guide will be more suitable for you - restoration of personnel records >>)

If you have been assigned to deliver to a newly opened company HR administration from scratch, and you have little experience in this area (maybe you are the founder, manager and so far the only employee of a new company, a novice HR officer, or even an accountant or office manager who has been assigned HR, or a novice entrepreneur), then our guide will certainly help you. It is compiled simply and accessible, especially for beginners in the personnel business.

And certainly The rich reserves of our site will help you :

• free reference database on personnel records management: 25 main step-by-step procedures (hiring, leave, dismissal, etc.), 200 samples of personnel documents, block “Work books” (samples of filling out and consultations), 5 manuals on personnel records, consultations, articles on personnel) and much more;
• a large reference database available to subscribers of the magazine "Practiced Personnel Personnel" (the price is affordable for everyone >>): 140 step by step instructions on personnel work, more than 1000 samples of personnel documents, bins of consultations and articles, a course on the basics of personnel records management, a bookshelf, etc.;
• our best books on HR administration.

So, you have been assigned personnel. Where do we start?

1. Let’s stock up on the necessary laws, special literature and programs. You will need all this in your work.

• Necessary Violation of labor laws may result in big fine. Therefore, knowledge and compliance with labor laws must be approached responsibly.
• From specialized literature, we are pleased to offer you manuals (you can download them for free) and our best books on HR administration. The site's repositories of reference databases will also be useful.
• Decide with management the issue of purchasing a program in which to conduct personnel records. There are many such programs, and many are specialized and very, very convenient. Some bypass the functionality of 1C in some ways. But most companies traditionally keep personnel records in 1C. The fact is that there are plenty of 1C support specialists in any city, but you won’t find specialists in support of other programs everywhere.

2. We take copies from management constituent documents organizations and study them carefully.

Personnel documents will have to comply with the constituent documents of the company, and not contradict them in any way. Read in the Charter the procedure for hiring a director (you will be hiring him) and the procedure for setting his salary, the period for which an employment contract can be concluded with him - some features may be prescribed in the Charter. Sometimes the Charter prescribes the procedure for hiring key management employees and establishing remuneration systems for them (for example, with prior approval general meeting founders), and even the procedure for approving the staffing table.

3. We determine the list of documents that should be in the personnel work area, and which we will draw up.

It is clear that you will draw up documents required by law in any case. Check with management which of the optional documents you will draw up for the company. You can also check with the director in advance what special conditions he wants to see it in the internal labor regulations, other local regulations, and in employment contract forms.

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

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

4. We register the director

Check if the director is registered ( general manager) properly. If not, then first of all we register a director. He is the first employee! The documents must show from what date the director has been working. A step-by-step procedure for applying for a director’s job is available in a large reference database and in the “HR Package”, the necessary sample documents, and thematic consultations are also there.

5. Compose staffing table, internal labor regulations, other local regulations (see table from paragraph 3).

Surely the company does not yet have a staffing table, internal labor regulations or other local regulations. Let's make them up. We coordinate all these documents with the director. We take into account the director’s comments and wishes and check whether they contradict the law. Ready options These documents are agreed upon in accordance with the procedure established by law (if necessary, taking into account the opinion of the representative body of employees), then the head of the company approves them. We have many examples of such documents freely available on our website. There are many more such samples and thematic comments on them, step by step procedures their statements are in a large reference database and in the “HR Package”. On our website you can freely read a new useful article " Staffing: form and content"We recommend that subscribers of the HR Practitioner magazine read the article: " We draw up internal labor regulations: legal, thoughtful and beneficial to the employer." and view templates of local regulations.

6. We are developing a standard form of an employment contract that will be concluded with employees.

For subscribers of the HR Practitioner magazine, we recommend the following manual: "We hire an employee: personnel issues". From it you will learn, among other things, what conditions are beneficial to the employer to include in an employment contract, and what conditions, on the contrary, are undesirable and dangerous.

7. We are preparing other documents that we will need to conduct personnel work in the future:

We prepare accounting books, registration logs, time sheets, forms of orders, contracts for financial liability etc.

8. We decide with management the issue of who will keep work records .

If employees have not yet been hired, then the head of the organization (director) will first have to maintain work records. An order is issued about this. On our website there is a sample order for the head of the organization to assume responsibility for maintaining, storing, recording and issuing work books. Such an order is mandatory; it is a requirement of the Decree of the Government of the Russian Federation. If it is not, the employer may face a fine. Subsequently, the director may transfer these powers to the accepted personnel employee, also by order. On our website there is an order form for appointing those responsible for maintaining, storing, recording and issuing work books >>

9. We register employees for work.

Then employees will begin to work for personnel worker the phase of everyday work will come, you will need to keep a time sheet, draw up a vacation schedule, arrange vacations, apply incentives and penalties, business trips, part-time jobs, dismissals and much more... The resources of our site will help you with all this.

Today, the issue of maintaining personnel documentation is an issue that is quite acute. There is special legislation on the territory of the Russian Federation, in accordance with which it will be necessary to maintain such records.

Dear readers! The article talks about typical solutions legal issues, but each case is individual. If you want to know how solve exactly your problem- contact a consultant:

APPLICATIONS AND CALLS ARE ACCEPTED 24/7 and 7 days a week.

It's fast and FOR FREE!

Moreover, violation of this can lead to quite significant troubles.

There are some features of maintaining such records depending on a number of different factors. One of the fundamental ones is just legal status specific organization.

For example, maintaining personnel records in a company with limited liability must be carried out in accordance with a number of regulatory documents.

That is why the optimal solution would be to hire a specialist who has some experience in maintaining such records. This will make it possible to avoid fines from the labor inspectorate.

Highlights

In any type of enterprise, regardless of the number of employees, it is strictly necessary to maintain personnel records. There are a number of responsibilities of the employer to maintain such.

Separately, it should be noted that such accounting has a number of features depending on the type of organization itself. and must be carried out with reflection in such accounting.

The labor schedule involves maintaining work books in accordance with certain subtleties and peculiarities of the procedure.

There are many different orders that must be properly executed when carrying out certain transactions within an organization.

Again, it would be best to deal with these in advance. Only in this way can many difficulties and difficulties be avoided.

What is it

Personnel records mean documenting various procedures related to the reception and work of officially employed employees.

Moreover, such records must be kept not only at the enterprise, but also at the individual entrepreneur.

Today, the following points should be reflected appropriately in personnel records:

• documentation of the reception;
• movement of employees among positions within the organization;
• dismissal;
• other.

Such records must be kept on the basis of primary personnel documentation, as well as special labor standards.

To keep records without errors, you will need a fairly extensive set of knowledge. First of all, this concerns knowledge of labor law, as well as the formats of various personnel documents and others.

In the absence of experience of this kind, it will be necessary to mandatory hire a qualified specialist.

Since the inability to maintain personnel documentation can lead to the imposition of large fines. This is especially true.

These must necessarily reflect various aspects directly related to the dismissal. A certain algorithm has been established for compiling such books and maintaining them.

For what purpose is it carried out?

Personnel records as such are maintained for various purposes. In this way, it will be possible to solve a fairly extensive list of various problems.

The main tasks that can be solved with the help of qualified personnel work are the following:

In addition to the main tasks that the personnel service solves, there are also a number of different additional areas in which work will also be carried out.

These areas today include the following:

At the same time the tasks HR department can vary quite significantly depending on many different nuances and the specifics of the enterprise itself.

In addition to its main task regarding maintaining personnel records, this unit can carry out other instructions from management.

In each case, everything is purely individual. But it is important to remember that the list of rights and responsibilities must include the tasks assigned by management.

There are a number of restrictions that are imposed on conducting this type of activity. You will definitely need to familiarize yourself with all of them in advance. This will prevent many problematic situations in the future.

This document includes an extensive list of items within which accounting must be kept.

It is important to note that this process implies not only compliance with the norms of the Labor Code of the Russian Federation, but also a number of other regulatory documents. For example, the process of registering a work book is regulated by a separate NAP.

In most enterprises, the main task that HR employees must solve is precisely.

Typically, this is required in cases where an employee is hired or dismissed from a job.

The main NAP, within the framework of which labor records must be filled out, is It includes all aspects of record keeping.

Separately, it should be noted that labor legislation implies the formation of a number of fairly specific documents.

First of all, this applies, as well as many other papers.

Separately, it should be noted that in addition to being filled out correctly, such documents must be stored for a certain period of time. This process has many different features.

Moreover, knowledge of labor legislation is necessary not only for the personnel employee himself, but also for an ordinary employee who is applying for a job.

Since in this way it will be possible to independently monitor compliance with your rights.

If a citizen believes that his rights are being violated in any way, then he must or labor inspection. Employment laws are extensive and it is worth obtaining legal advice if necessary.

How to keep personnel records in an LLC from scratch yourself

The process of independently maintaining personnel records in a limited liability company is associated with some specifics.

There are enough large number various subtleties, important specific points.

Moreover, if for some reason there is no experience in maintaining such records, then it is better to turn to specialists. Since, for example, making mistakes when filling out work books is not allowed.

Accordingly, filling out other documents related to personnel issue, is also associated with certain specifics.

The situation is similar with . Such documents must be drawn up within the framework of the Labor Code of the Russian Federation.

If for some reason there is no opportunity to hire a qualified personnel worker, then you will need to first consider the following questions:

• where to start;
• step-by-step instructions;
• paperwork;
• what journals are used in office work;
• nuances for individual entrepreneurs.

Where to start

Personnel records can be maintained in different ways. At the moment, there are many different points directly related to this procedure.

There are several options for this type:

• creation of a personnel service, hiring a qualified specialist;
• transfer the management of personnel records to a secretary or accountant;
• cooperation with .

Keeping personnel records on your own is often difficult. If you plan to maintain personnel records yourself, you should definitely start with planning.

Thus, it will be necessary to determine a number of important points for the organization:

• how many employees and what qualifications should be hired;
• certain requirements are established for different categories of employees;
• how to attract new employees;
• what costs will be required?

After all the above points have been determined, it will be necessary to begin familiarizing yourself with the accounting procedure, as well as the list of documents required in this case.

The latter will need to be given special attention. Since the presence of errors can cause many difficult moments.

Step by step instructions

You will need to start by organizing document flow accordingly. This primarily concerns the following:

local regulations:

1. Rules for maintaining internal regulations at the enterprise.
2. Basic provisions on labor.
3. for each category of employees.
4. Regulations on labor protection.
5. Other.

• a staffing table is drawn up for each employee separately;
• staffing is drawn up;
• standard forms are drawn up for conclusions with employees;
• personal employee cards are issued in form No. T2;
• standard orders.

In fact, personnel records in any enterprise are based on the above list of documents. And not only in LLCs, but also in other types.

This also applies to individual entrepreneurs. The requirements for such are not so serious, but they are also established.

If possible, you should avoid making typical mistakes in this case. Since this can lead to significant troubles and questions from the labor inspectorate.

Paperwork

All documents that need to be drawn up for personnel records can be divided into two types according to the type of registration:

It is also important to note that the second type of document may have content requirements.

Video: how to register an employee

Again, it is imperative to carry out a preliminary review of the legislative documents that govern this moment. This will prevent violations and avoid other problems.

What journals are used in office work?

Special journals must be used in office work.

A standard list of these would include the following:

• accounting of incoming and outgoing documents;
• information sent;
• incoming and outgoing correspondence;
• other.

The complete list of journals used may differ depending on the field of activity of the enterprise, as well as a number of other factors.

You will need to familiarize yourself with all of them in advance. This will allow you to avoid many difficulties and difficulties.

Nuances for individual entrepreneurs

Getting a job in new organization, you may be faced with the need to quickly establish personnel records. It’s good if the previous specialist leaves behind the documents in order. But there are also cases when personnel work has to start practically from scratch. What documents regulate the main issues of personnel work? How to check whether there are enough local regulations in the company? Why is it better to take samples for drawing up personnel decisions from the Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

What regulations do you need to know?

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

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

List of regulations on which personnel work is based

Scope of regulation	Name of the normative act
General questions labor law
Basic rules and principles for regulating labor relations between an employee and an employer, the procedure for formalizing personnel procedures, providing guarantees, compensation, including individual categories employees
	Creation of an archive in the organization in accordance with the rules of accounting, storage, acquisition and use archival documents
Sick leave
The procedure for filling out a sheet of temporary incapacity for work, registration maternity leave
Interaction with the Pension Fund of Russia
The procedure and amounts for calculating insurance contributions to the Pension Fund for compulsory pension insurance workers
Checks
The procedure for conducting inspections by state and municipal authorities	In addition, the law directly states that it is mandatory for the employer to develop local acts on issues of remuneration (part two of Article 135 of the Labor Code of the Russian Federation), process personal data of employees (Article 87 of the Labor Code of the Russian Federation) and approve instructions on labor protection (paragraph 23 of the Labor Code of the Russian Federation) . second article 212 of the Labor Code of the Russian Federation). If necessary, the company must have acts establishing the list of employees with irregular hours (Article 101 of the Labor Code of the Russian Federation), the procedure for dividing the working day into parts (Article 105 of the Labor Code of the Russian Federation), as well as the conditions for employees to receive additional vocational education(Part two of Article 196 of the Labor Code of the Russian Federation). Each company determines a specific list of local regulatory documents independently (diagram below). The list of acts given in the diagram is not exhaustive. The specifics of the organization may suggest the presence of other local documents. As a rule, the list of acts is approved by order. Local acts can be called differently: regulations, instructions, rules, regulations, etc. The main thing is that the norms of these acts do not contradict the current labor legislation and did not worsen the situation of workers. In addition, it is important to follow the procedure for their adoption (parts two, three of Article 8 of the Labor Code of the Russian Federation). Otherwise, such documents are not subject to application (part four of Article 8 of the Labor Code of the Russian Federation). Changes to the local regulatory act are made in the same order in which it was approved. It is better to entrust the development of local acts not to one employee, but to a working group. The composition of the group and its powers should be fixed in the order (sample below). Employees must be familiarized with the document against signature (paragraph 10, part two, article 22 of the Labor Code of the Russian Federation). Where to start auditing the company’s local acts First, you need to check if everything is required documents are available and make a list of them. If the company does not even have mandatory local regulations, then they need to be developed first. Secondly, it is important to pay attention to the correctness of the preparation of documents from the point of view of office work and compliance with current legislation. Thirdly, it is necessary to check whether the procedure for adopting a local act has been followed. So, if the company has a trade union organization, then the document must have a mark on agreement (taking into account opinions) with the trade union (Article 372 of the Labor Code of the Russian Federation). Fourthly, you need to find out what documents are missing. It is very simple to determine such acts if you first draw up and approve by order a list of documents required for a particular organization. Not only regulations, instructions and orders are subject to verification, but also all documents on personnel records and personnel management. The availability and compliance with the law of employment contracts, the correctness of maintaining personal files of employees, filling out work books and inserts in them, logs of HR orders, etc. are assessed. You should not try to cover the entire scope of work at once. You need to set priorities and act progressively. For convenience, it is recommended to group standard documents in electronic and paper folders.

Personnel documents from scratch for an LLC are a specific list of documents that must be drawn up at the enterprise from the moment of its creation. We will tell you what this list is, what papers are included in it and how to complete it in our article.

Personnel documents (accounting) from scratch: types

Personnel records management is the maintenance of personnel documentation, i.e. regulation and legitimization of labor relations between employee and employer. Maintaining the specified documentation at the enterprise is entrusted to the personnel department or a special person authorized to do so by a special order and having special knowledge in this area.

The following are commonly referred to as personnel records:

1. Drawing up labor agreements, contracts, and annexes to them.
2. Issuing and recording various management orders, such as orders for hiring or dismissal.
3. Registration and accounting of personal cards for employees.
4. Preparation and maintenance of time sheets.
5. Preparation and maintenance of various documentation containing general information, for example journals, registers.

In order to correctly begin the preparation of personnel documentation at the enterprise, it is necessary first of all to familiarize yourself with other documentation that should be at the enterprise. These include:

1. A decision or protocol stating that an enterprise has been created.
2. LLC Charter.
3. Conclusion, information letters from the authorities exercising control over the activities of the LLC.
4. Documents confirming the fact of LLC registration.
5. Documents serving as confirmation that the specified LLC owns some property.
6. Regulations on the creation of branches and divisions.
7. List of affiliates.
8. Protocols, decisions of the founders (participants) of the LLC.

Familiarity with the basic documentation will give the HR officer an idea of ​​the specific documents that need to be prepared.

Types of personnel documentation

Personnel documentation is usually divided into two groups:

1. Papers, the main purpose of which is to regulate working conditions in the company, as well as methods of personnel management, for example, regulations on structural unit, internal labor regulations.
2. Documentation aimed at accounting for the personnel of the enterprise, for example, orders for hiring, granting vacations, sending on business trips, etc.

Another classification of personnel documents involves their division into the following subgroups:

1. Documentation regulating labor activity enterprises:
   • employment contract;
   • annexes to the employment contract;
   • work book;
   • employee's personal file;
   • other documents.
2. Documentation of administrative nature. This may include orders for personnel and other instructions. You can learn how to prepare these documents from the article “Orders for personnel - what are these orders?”
3. Internal official correspondence.
4. Various documentation related to accounting and registration, for example, a log of orders for personnel. You can learn about the rules for its registration in the article “How to properly maintain a personnel register.”
5. Documentation containing informative and accounting information, for example, a time sheet.

Required documents for personnel records: group 1

List of documents related to the first group (regulation of labor activity):

1. Journal of accounting forms of work books and inserts for them. You can learn more about it from the article “Sample of filling out a work record book - download”.
2. Internal labor regulations (Articles 189, 190 of the Labor Code of the Russian Federation).
3. Regulations on the protection of personal data (Articles 87, 88 of the Labor Code of the Russian Federation).
4. Orders and sheets for familiarization with local regulations, instructions, etc.
5. Various accounting journals, for example, a journal of employment contracts or movement of work books.
6. Documentation related to special assessment jobs.
7. Documentation related to labor protection. This includes various instructions, regulations, related acts and orders.

Required documents for personnel records: group 2

The second group, responsible for accounting for LLC personnel, includes the following documents:

1. Work book. Its design is described in the article “Sample of filling out a work book in 2016.”
2. Staffing schedule. You can learn how to draw it up from the article “Drawing up a staffing table for an LLC in 2015 (sample).”
3. Personal cards for employees in the T-2 form.
4. Vacation schedule. You can learn about the procedure for granting them from the article “Procedure for granting leaves under the Labor Code.
5. Labor agreements with their annexes. The procedure for concluding an employment contract is described in the article.
6. Directives and orders, as well as documents that support them, such as memos, acts, etc.

We prepare documents from scratch

In order to properly start preparing personnel documentation at an enterprise from scratch, you must complete the following steps:

1. Stock up on the necessary literature, as well as reference materials, which will greatly simplify the preparation of some personnel documents. Various legal systems can help with this.
2. Study the charter documentation of the LLC.
3. Identify and compile a list of documents that must be present at the enterprise, taking into account the specifics of its activities.
4. Based on the decision of the company participants to conclude an employment contract with the director of the LLC.
5. Create a staffing schedule. You can learn how to do this from the article “Drawing up a staffing table for an LLC in 2016.”
6. Develop and approve a standard employment agreement form, which will subsequently be used when registering new employees. You can read about the procedure for concluding contracts in the article “General procedure for concluding an employment contract under the Labor Code of the Russian Federation.”
7. Resolve the issue of who will draw up and maintain work books in the LLC. You can learn how this is done from the article “Instructions for filling out and maintaining work books.”
8. Register LLC employees for work in the proper manner. About what documents are required in this case, see the article “What documents are needed when applying for a job.”

Features of personnel records for micro-enterprises

The concept and status of a microenterprise are disclosed in the law “On the development of small and medium-sized enterprises in Russian Federation» dated July 24, 2007 No. 209-FZ.

In accordance with this law, a microenterprise has the following characteristic features:

1. The number of employees is up to 15 people (Part 2 of Article 4 of Law No. 209-FZ dated July 24, 2007).
2. The income received from all types of activities of such an enterprise does not exceed 120 million rubles. (clause 1, part 1.1, article 4 of the law dated July 24, 2007 No. 209-FZ).

The Labor Code of the Russian Federation has been supplemented with Ch. 48.1, which contains the specifics of regulating the labor of small businesses, as well as micro-enterprises (the law “On Amendments to Labor Code of the Russian Federation regarding the peculiarities of labor regulation of persons working for employers - small businesses that are classified as micro-enterprises" dated July 3, 2016 No. 348-FZ). It comes into force on 01/01/2017.

Thus, under the terms of this chapter, microenterprises will have the right to refuse to issue the following personnel documents (Article 309.2 of Law No. 348-FZ dated July 3, 2016):

1. Shift schedule.
2. Salary provisions.
3. Internal labor regulations.
4. Bonus provisions.

At the same time, the employer will be obliged to include certain conditions that in other organizations are regulated by the specified local regulatory legal acts in the employment contract. From 01/01/2017, micro-enterprises will have to enter into employment contracts in the form approved by Decree of the Government of the Russian Federation dated 08/27/2016 No. 858.

List of documents that become mandatory under certain circumstances

Some personnel and accounting documentation may become mandatory in an LLC if available certain conditions, For example:

1. Collective agreement. It may become mandatory if there is an expression of will on its conclusion by at least one of the parties to the labor relationship. Article “Collective agreement - mandatory or not?” /kadry/trudovoj_dogovor/kollektivnyj_dogovor_obyazatelen_ili_net/ will help you understand this issue.
2. Regulations on the bonus procedure. It becomes mandatory if no other acts, as well as the employment contract, contain conditions on the procedure for calculating bonuses and additional payments.
3. Shift schedule. Becomes mandatory if the organization operates in shifts. You can learn more about this from the article “What is shift schedule work according to the Labor Code of the Russian Federation.”(/kadry/rabochee_vremya/chto_znachit_smennyj_grafik_raboty_po_tk_rf/).
4. Regulations on keeping trade secrets. It must be used if labor agreement The conditions are prescribed with the employee, as well as a list of instructions that are included in the trade secret.
5. Documentation related to foreign workers, as well as the rules for their reception. If there are such employees, the following documents must be present:
   • notification of concluding an employment contract with a foreign citizen (Clause 8, Article 13 of the Law “On legal status foreign citizens in the Russian Federation" dated July 25, 2002 No. 115-FZ);
   • work book of the established form (part 1 of article 66 of the Labor Code of the Russian Federation);
   • educational documents;
   • documents confirming the legality of such a person’s presence on the territory of the Russian Federation;
   • documents confirming the legality of labor activity;
   • other papers required due to the specifics of the enterprise’s activities.

Drawing up personnel documents from scratch for an LLC requires an analysis of the constituent documents, as well as the activities that the organization intends to engage in, and the contingent of workers who are planned to be hired. Since 2017, personnel records in micro-enterprises have become particularly specific.