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What documents are required for HR administration? Personnel department at the enterprise: functions, responsibilities, structure. Who develops the staffing table

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 processing vacations in accordance with the current labor law;

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 recent 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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00 minutes. We, the undersigned Head of the Human Resources Department O. N. Volkova, Chief Accountant... 06.2019 No. 24-k. Send a notification to the specialist of the personnel department Gordeeva M.V. ... to assign this order to the head of the personnel department Volkova O.N. Grounds: ... Memorandum of the head of the personnel department Volkova O.N. dated 24 ... Ilyin Head of the Human Resources Department Volkova, O. N. Volkova 26 ... the need to obtain a work book from the Human Resources Department of the Municipal Public Institution “Gorvodokanal”. You also...
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Job According to the information available in the personnel department, you quit your main job ... Code No. 20 Russian Federation. Human Resources Specialist Koneva Limited Liability Company... Code No. 20 of the Russian Federation. Human Resources Specialist Koneva Limited Liability Company... Code No. 20 of the Russian Federation. HR Specialist Koneva Limited Liability Company...

09/06/2018 provide a certificate to the personnel department medical institution confirming the fact ... to entrust the execution of the order to the head of the personnel department Egorova V. D. Reason: personal ... .) (signature) (full name) Head of the personnel department Egorova V. D. __________ /________________________ .. . to donate blood and turned to the personnel department with a question about which ...

We appoint and register for the position of a contract manager correctly
12.12.2019 No. 55. For the specialist of the personnel department to prepare an additional agreement to the labor ... of this order, assign this order to the head of the personnel department Mashkova S.S. Head Dmitriev ... . Dmitriev Acquainted with the order: Head of the Personnel Department Mashkova, S. S. Mashkova 10 ...

Do you want to tidy up personnel work? Where to start in a new company, how to put things in order in an existing one? Follow expert advice. And without panic. You will succeed.

In practice, there are two situations:

In an existing company personnel records management "somehow" is conducted, no system, many violations. If you find yourself in such a situation, first assess the state of personnel documentation from the employer and issue the results of the check. Examples of memos from the article "" will help you. After checking, start restoring and systematizing the work according to the 8 steps from this article.
Newly established organization is just starting an activity or an individual entrepreneur has the first employee - it is better to immediately start personnel work correctly.

Step one...

Step 1. Organize HR records management. There are three ways

Determine the person or persons responsible for the condition personnel office work at the employer. All employers are very different. They differ in the number of staff, field of activity, staff turnover, management approaches, economic opportunities. Answering a favorite HR question:

Are there standards for the number of personnel officers for the number of employees?

Alas, there is no universal formula that would suit everyone. The standards for personnel procedures, which are given in the Decree of the USSR Ministry of Labor of November 14, 1991 No. 78, are outdated. On average, the figure according to the standards currently ranges from 200 to 270 employees per personnel officer. But ideally, you need to calculate the time for paperwork directly with your employer.

3 ways to organize HR records management

Choose the appropriate method depending on the company's staff, staff turnover, economic opportunities:

Structural unit: for example, the personnel department headed by the head.
The only HR specialist.
Internal alignment- this is when the work of conducting personnel records management is entrusted to an employee whose labor function is not initially related to personnel records, for example, an accountant or office manager. This method is most often found in small companies up to 100 people.

Combination is an assignment to an employee with his written consent additional work in another position, profession, specialty (Article 60.2 of the Labor Code of the Russian Federation). To apply for a combination, include the position in staffing. The rate may not be an integer, it is important to simply reflect the employer's need for the labor function of a HR record keeping specialist.

Typical misconception: the position for which the combination is issued is not included in the staff list. In the consent, write down the term, content and volume of the work performed and the amount of the additional payment.

At the first step, you need to decide how you were assigned to conduct personnel records management:

Your position is part of a structural unit, for example, the HR department.
You are the only specialist in personnel records management, you have an employment contract, and it is your responsibility to conduct personnel records management in full.
HR records management is registered for you in the form of a combination.

After you have checked your authority to organize and maintain personnel records, carefully study founding documents.

Step 2. Study the founding documents

First of all, pay attention to the name of the employer.

Typical mistake: in personnel documents, the name of the employer is not indicated in accordance with the constituent documents. For example, the charter contains the full and abbreviated name, and in personnel documents - only the full or only abbreviated name of the employer.

Study in the constituent documents the issue of the authority to make a decision on the conclusion, termination of employment contracts, according to the approval of local regulations. Determine who is the authorized person of the employer, if it is a legal entity.

Typical mistake in an employment contract: in the constituent documents, the head of the company is registered as an authorized person of the employer, in the preamble of employment contracts the head acting on the basis of the charter is indicated, and at the end of the employment contract, the employer’s signature is affixed by the head of the personnel department or deputy general director, etc., that is, not leader himself.

Rule: who is indicated as an authorized person of the employer at the beginning of the employment contract, he signs it.

Step 3. Form a staffing table

Why is the staffing table one of the first documents directly related to the labor function of a personnel officer? The staffing table is a document of an organizational and administrative nature, which essentially answers the question: what kind of labor functions does the employer need.

Rule: outside the regular schedule, i.e. "outside the state" it is impossible to register a single employee. There, "outside the state" - only contracts of a civil law nature. All the needs of the employer in labor functions are determined by the staffing table.

A labor function is work according to the position in accordance with the staff list, profession, specialty, indicating qualifications; specific view the work assigned to the employee (Articles 15, 57 of the Labor Code of the Russian Federation).

The staffing table can be approved in a unified form - form T-3 (approved by the Decree of the State Statistics Committee of the Russian Federation of 01/05/2004 No. 1) or develop and approve your own form (preferably in the form of an annex to the organization's accounting policy). In the column "Number of staff units" you can indicate not the full rate, for example 0.25 or 0.5.

Who develops the staffing table?

In accordance with qualification handbook positions, the labor economist is engaged in the development of the staffing table. But not all employers have such happiness (a labor economist). Therefore, the one responsible for the development of the staffing table is the one in whose official duties includes the development of a staffing plan. It is approved by order and kept constant. Restrictions on the number of changes to the staffing table are not legally established.

Step 4. Determine the required number of local regulations

Local regulations- big topic. Most often, experts ask for a “magic pill of happiness” in the form of an exhaustive list of local regulations that are mandatory for them. But there is no universal, suitable list for all employers. There are a few rules to keep in mind:

Only employers classified as micro-entrepreneurship entities in accordance with Art. 309.2 of the Labor Code of the Russian Federation, may partially or completely abandon local regulations. Provided that they transfer those issues that should be resolved in local regulations to standard form labor contract. All other employers are required to have the required number of local regulations available.
There is a list of local regulations that are mandatory for all employers: internal labor regulations (Article 189 of the Labor Code of the Russian Federation), local regulations establishing wage systems (Article 135 of the Labor Code of the Russian Federation), local regulations establishing the procedure for processing personal data, rights of employees, features of the transfer and storage of personal data (Chapter 14 of the Labor Code of the Russian Federation, the federal law dated July 27, 2006 No. 152-FZ).

Pay attention to the local normative act establishing the remuneration systems: as such, it may not exist in its own form, for example, in the form of a wage provision, if the remuneration systems are prescribed in the employer's internal labor regulations or collective agreement.

also in without fail it is necessary to develop and approve a vacation schedule - no later than two weeks before the beginning of the calendar year for which it is drawn up. If the organization was created at the beginning or middle of the calendar year, you finalize this year without a vacation schedule. There may be local regulations that become mandatory when certain conditions: for example, regulations on business trips, a collective agreement, regulations on attestation of employees, etc. It is in this matter that systemic, comprehensive knowledge of labor legislation as a whole is needed. In the advanced training course "" and the course professional retraining" " local regulations dedicated to a separate lesson.

Local regulations are adopted taking into account the opinion of the representative body in accordance with Art. 372 of the Labor Code of the Russian Federation. This item is mandatory if there is a representative body of employees, but at the stage of organizing personnel records management, most likely, it is simply absent. If so, skip this paragraph.
With all adopted local regulations, the employee must be familiarized under the signature in accordance with Part 2 of Art. 22 of the Labor Code of the Russian Federation. Newly hired workers must be familiarized with a signature before signing an employment contract (Article 68 of the Labor Code of the Russian Federation).

Step 5. Check how the manager is recruited

The leader is the key person in the organization. First of all, check all the documents for its design. There must be a response to a request from the register of disqualified persons maintained by the tax authorities. This is a requirement of Part 2 of Art. 32.11 of the Code of Administrative Offenses of the Russian Federation.

The head has a dual legal status:

is the sole executive body of a legal entity;
performs the duties of an employee labor function leader.

The manager must be issued documents on the appointment (election) of his general director in accordance with federal laws and constituent documents and documents in the framework of labor legislation: an employment contract, an order for employment. An entry must be made in the work book.

Beginning specialists, and even experienced ones, sometimes ask the following question: how to make an entry in the work book about hiring a general director? The answer lies on the surface: the work book is the main document confirming the length of service, and information about hiring, and not about the procedures for election or appointment, is entered in the work book. Therefore, after concluding an employment contract, issuing an order for employment, make an entry in the work book specifically about employment with a link in column 4 to the details of the order for employment.

Common Mistake in the execution of an employment contract with the head: the term of the employment contract does not correspond to the term of his powers as the sole executive body in accordance with the founding documents. At the stage of concluding an employment contract, carefully study the constituent documents in order to prevent such a mistake.

Step 6. Prepare a draft employment contract

An employment contract is one of the main documents in the regulation labor relations with workers. I recommend that you carefully consider and develop templates for employment contracts for hiring different categories of workers.

Based on the results of inspections by the State Inspectorate, the employment contract also becomes the most expensive document in personnel records management in terms of penalties. Responsibility is provided for under Part 4 of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation for legal entities, for example, from 50,000 to 100,000 rubles, and sometimes inspectors multiply the fine by the number of employment contracts.

A standard form of an employment contract has been developed and approved only for heads of state (municipal) institutions and employers, small businesses classified as microentrepreneurs. In other cases, employers independently develop the form of an employment contract.

surname, name, patronymic of the employee and the name of the employer (surname, name, patronymic of the employer- individual) who have entered into an employment contract;
information about the documents proving the identity of the employee and the employer - an individual;
taxpayer identification number (for employers, except for employers who are individuals who are not individual entrepreneurs);
information about the representative of the employer who signed the employment contract, and the basis by virtue of which he is endowed with the appropriate authority;
place and date of conclusion of the employment contract.

As a rule, this information is included in the preamble to employment contract or some of the information remains in the preamble, and some is transferred to the last page of the employment contract.

Example:"Society with limited liability“Interest” (TIN 1234567890), hereinafter referred to as the “Employer”, represented by Deputy General Director P.S. on the one hand, and a citizen of the Russian Federation Nikolai Sergeevich Veselov (passport series 0477, No. 123456 issued by the Federal Migration Service for the South Administrative District of Moscow on 20.08.1997), hereinafter referred to as the “Worker”, on the other hand, in accordance with the current on the territory of the Russian Federation labor legislation have concluded this employment contract on the following ... "

Recommendation 2 Remember about mandatory conditions employment contract - they are listed in Part 2 of Art. 57 of the Labor Code of the Russian Federation. But not all of them are always required! Some are required under certain conditions:

the term of the employment contract and the circumstances (reasons) that served as the basis for concluding a fixed-term employment contract in accordance with the Labor Code or other federal law (specify only when concluding a fixed-term employment contract);
guarantees and compensations for work with harmful and (or) hazardous conditions labor, indicating the characteristics of working conditions at the workplace (indicate only if you hire an employee with harmful or dangerous working conditions);
mode of working time and rest time (include in the employment contract only if the mode differs from general rules operating with the employer);
conditions that determine the nature of the work (travelling, mobile, on the road).

Recommendation 3 Consider the articles of the Labor Code that establish the specifics of regulating labor relations with separate categories employees, or federal laws that govern your line of business. When developing a draft employment contract, do not use sources of dubious origin from Internet resources.

Look at different sources and, having passed them through the “prism” of Article 57 of the Labor Code of the Russian Federation, develop your own form.

The employment contract can include additional, named in Part 4 of Art. 57 of the Labor Code of the Russian Federation, and other conditions. But for their absence, the employer will not be held responsible.

If the activities of employees are related to the maintenance of material assets, I recommend immediately developing and preparing a template for an agreement on the full liability. Then you can sign it at the same time as the labor one.

There is a separate detailed lesson on liability in Kontur.School. In the lesson program:

Liability of an employee: grounds, terms and procedure for involvement.
Cases of full liability of the employee.
Agreement on full individual or collective liability.
The liability of the employer for the delay in wages, vacation pay, and other amounts due to the employee.

Step 7. Prepare documents for maintaining employment records of new employees

To get started, prepare an order appointing a special authorized person responsible for maintaining, storing, recording and issuing work books.

Remember that forced labor is prohibited. If the duties of maintaining, accounting, storing and issuing work books were not prescribed in the employment contract or the job description of the responsible person, it is necessary to supplement the employment contract with these duties by agreement or amend the job description. If such responsibility will be assigned to an employee whose function does not include personnel records management, for example, to the chief accountant, I recommend that you first draw up a combination agreement, i.e. on entrusting the employee with additional work with his written consent with an additional payment in accordance with Art. 151 of the Labor Code of the Russian Federation.

At this stage, also check that the organization has purchased and accounted for in the income and expense book for accounting forms work book and an insert in it, forms of work books and inserts in it. The employer is obliged to constantly have the required number of work book forms and inserts in it (clause 44 of Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, hereinafter - Decree No. 225).

Store forms of work books and inserts in the accounting department as forms strict accountability. The income and expense book is also kept by the accounting department (see clause 41 of Resolution No. 225). At this stage, also issue a book of accounting for the movement of work books and inserts in them. It is run by the Human Resources Department.

The income and expense book for accounting for the forms of the work book and the insert in it and the book for accounting for the movement of work books and inserts in them must be numbered, laced, certified by the signature of the head of the organization, and sealed with a wax seal or sealed.

Electronic work books. SZV-TD report. Changes

From January 1, 2020, employers have an obligation to provide information on labor activity to the FIU in the form of SZV-TD if:

the employee was hired, constantly transferred, fired, or if the employee submitted an application that he continued to keep a paper work book or that he chooses an electronic form.

Read about the changes in the articles:

Step 8. Prepare documents for conducting personnel work

Registration of personnel procedures begins with the registration of employees for work.

What mandatory documents should be at hand at the personnel officer at the stage of registration of employees for work?

Typical kit (excluding features):

A set of local regulations to familiarize employees with them.
A draft employment contract with job responsibilities included in it or in the job description.
Form of an order for employment (Article 68 of the Labor Code of the Russian Federation). The order can be in a unified form - form T-1 (form T-1a) or in a form approved by the employer.
Forms of a personal card in the form T-2 (for state or municipal employees, form T-2 GS (MS). Please note: a personal card T-2 (T-2GS (MS) is kept in writing on cardboard.

Records about the employee, about hiring, permanent transfers, dismissals of the employee must be introduced under the signature in the relevant sections of the personal card (clause 12 of Resolution No. 225).

What to consider according to work books at this stage? Write an application to the accounting department with a request to issue a work book form if the employee does not have one, or enter information about the work book he has in the book of accounting for the movement of work books.

Organize a record of working time: the employer is obliged to keep records of the time actually worked by the employee (Article 91 of the Labor Code of the Russian Federation). For these purposes, you can use the unified forms of the time sheet T-12 or T-13 or approve your own form.

How to make changes to the employment contract?

Prepare documents:

Agreement on changing the terms of the employment contract / supplementary agreement to the employment contract (if the change in the terms of the employment contract occurs by agreement of the parties in accordance with Article 72 of the Labor Code of the Russian Federation).
An order to change the organizational or technological working conditions, written notices of changes and reasons that served as the basis for changing the terms of the employment contract, written proposals for another vacant job corresponding to the qualifications of the employee, as well as a vacant lower position or lower-paid job (if the change in the terms of the employment contract occurs according to employer's initiative in accordance with Article 74 of the Labor Code of the Russian Federation).

The list of documents for processing a translation depends on the type of translation:

at temporary transfer an additional agreement is concluded to the employment contract on the transfer, an order for the transfer is prepared (as a rule, in the form T-5 or T-5a);
with a permanent transfer - an additional agreement to the employment contract on the transfer and an order on the transfer. An entry is also made in the work book and in the personal card T-2 (T-2GS (MS).

List of documents for registration of holidays:

vacation schedule (approved no later than two weeks before the start of the calendar year). Read the article "";
written notices to employees about the start time of vacation in accordance with Part 3 of Art. 123 of the Labor Code of the Russian Federation (see the Letter of Rostrud dated July 30, 2014 No. 1693-6-1);
leave order (form T-6, form T-6a).

This list may vary depending on the categories of workers or circumstances. For example, if an employee asks for leave not according to the vacation schedule, but at a convenient time for him on the basis of his written application (for example, such leave is granted to minors, Honorary donors of Russia, etc.). In this case, there will be no vacation notice. The employee will write a statement, and the employer will issue an order.

Labor legislation establishes requirements for the availability and execution personnel documents if the employer:

attracts employees to work outside fixed duration working hours;
attracts to work on weekends and non-working days holidays;
sends employees on business trips;
provides guarantees and compensation. This block of questions should be studied separately. We recommend that you familiarize yourself with the professional retraining program "" in the Circuit. School.

How to file an employee layoff

In this case, ground documents are needed, the type of which depends on the grounds for dismissal. For example, for the dismissal of an employee on his initiative, his written statement is required, for dismissal by agreement of the parties - an agreement on termination of the employment contract, etc.

Without fail, prepare an order for dismissal, with which you familiarize the employee under signature. If the employee is absent or refuses to read the order, mark the order accordingly.

Based on the order, make an entry in the work book and in the employee's personal card. After that, the employee puts his signature in the work book, personal card and in the book of accounting for the movement of work books when issuing a work book to the employee.

Develop a staffing table, determine the needs of the employer in labor functions.
Check how the documents for the head are drawn up.
Prepare a set of required local regulations.
Develop employment contract templates for different categories of workers.
Prepare the documents required for applying for a job.
Prepare draft documents for registration of procedures related to the movement of personnel (holidays, business trips, recruitment to work on weekends, etc.).

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If we analyze the question of what the job responsibilities of a personnel department specialist are, then the result obtained will be a real discovery for many readers. Many decades ago, even in a country that has not been on the world map since 1991, a stereotype was formed that a “personnel officer” is quite prestigious position, which was occupied by close relatives or good friends of the bosses of enterprises, plants and factories. Stable labor legislation and a well-established mechanism for hiring and dismissing Soviet citizens for work guaranteed "personnel officers" a quiet life and a minimum number of duties performed. In a word, the personnel department at a large Soviet enterprise has always been considered a small "paradise" corner for its employees, and many representatives of the older generation have retained a similar attitude towards employees. personnel departments and in modern economic conditions.

But, to what extent this stereotype corresponds to the real state of affairs, what has changed in the list of responsibilities of HR specialists over the past decades, and whether given profession prestigious and in demand modern market labor - it is these issues that can be considered the main topic of the presented article. Readers will learn a lot of new and useful information that will not only increase their general level of erudition, but will also bring practical benefits to the unemployed, students and future applicants.

Job Responsibilities of a Human Resources Specialist in a Modern Enterprise

Before proceeding to a detailed study of the question of what the job responsibilities of a personnel specialist are, let's consider what the personnel department is in a modern enterprise. The presented structural element of any firm, organization or institution performs a number of functions necessary to ensure the normal operation of the subject entrepreneurial activity or a non-profit structure, regardless of belonging to a particular sector of the economy.

If it's about small firm where there is no corresponding department, then its functions are performed either by a HR specialist (manager), or they are distributed among several employees from administrative staff. But this option is possible only if the assignment of the functions of personnel specialists is provided for in the employment contract. For example, no one can force the chief accountant to do the work of personnel officers, since this is prohibited by the Labor Code of the Russian Federation.

The personnel department, regardless of the size, direction of activity and form of ownership of the enterprise, works in two main directions:

provides the company with the necessary personnel: analyzes the needs for new employees, develops a staffing table, selects qualified personnel with experience in certain work;

shapes personnel policy firms (requirements for employees, staff development, etc.).

If we discard special terminology and other minor nuances, then we can say that the main purpose of the existence of the personnel department is to provide the company with the necessary personnel with a sufficient level of qualification, which is necessary to perform the main functions of the company.

To the duties of personnel services on modern enterprises relate:

Based on the specifics of the company's activities, the creation of staffing plans for all its divisions.

Hiring, transferring to another position, as well as dismissal of employees, including the execution of all necessary documents.

Personnel accounting.

Organizing the storage of work books, filling them out, as well as maintaining other related documentation.

Creation of comfortable working conditions for the personnel, in accordance with the current labor legislation.

Development of proposals for improving working conditions.

Preparation of documentation and reports for commissions that check the implementation of labor legislation.

Instructing employees and monitoring the implementation of instructions received.

Prevention of violations of discipline.

Maximum assistance in the employment of laid-off employees.

At each enterprise (where the relevant department operates), the HR specialist performs certain job duties from the list provided, ensuring efficient work Not only this department but for the entire enterprise/institution.

Key Responsibilities of the Human Resources Specialist

The list of HR responsibilities presented in the previous section includes their general tasks, which consist of individual daily functions. different specialists by staff. For example, personnel manager(modern version of the title of the department specialist) performs the following functions:

develops staffing and job descriptions;

deals with personnel documentation and ensures its safety;

prepares documents on labor protection at the workplace (separately for each position);

prepares local documentation, instructions, regulations, regulations;

deals with issues statistical reporting, including documents on the number and movement of personnel and monthly reports on FP-4;

maintains personnel registers, prepares orders for appointments, transfers, dismissals;

maintains personal files of employees;

draws up vacation schedules, makes changes to the listed documents, etc.

At some enterprises (depending on the number of employees), the job responsibilities of the leading HR specialist also include the following functions:

Ensures the relevance of information in the data bank about the personnel of the company, timely making all the changes that occur.

Deals with employee pension insurance cards and other documents related to pension provision in accordance with the current legislation of the Russian Federation.

Collects information on staff turnover, analyzes it, develops programs to eliminate this negative trend.

Keeps track of the storage time of all documentation, prepares papers for archiving, if required by applicable law and the internal regulations of the enterprise.

Supports employee compliance in the organization labor discipline and internal rules of the enterprise.

If we turn to the issue of direct work with personnel, then the personnel department performs the following functions:

deal with issues of military registration;

prepare sick leaves for transfer to the accounting department;

deal with issues of professional training of personnel: organize trainings, advanced training courses, seminars, etc.;

organize the preparation of certificates for employees of the company, make copies and extracts from the original documents that are stored in the personnel department;

provide advice on labor law issues;

are engaged in accounting of working time and monitor labor discipline (depending on the specifics of the enterprise, these functions may belong to the heads of structural divisions);

draw up and control the process of preparing documents that are necessary for business trips;

develop systems of rewards and punishments for employees, taking into account the position held, the level of responsibility and other factors.

Pay attention to the fact that, despite the rather large list of responsibilities that are assigned to employees of the personnel department, quite often all the listed work is performed by one person, for example, when the company's staff consists of ten to twenty employees. But if we are talking about a large enterprise, where thousands of specialists of the most different specialties, then the personnel department is a kind of “firm within the firm” with its own rules, laws and clearly assigned responsibilities. And the activity of this department, unlike the work of the calm Soviet personnel officers mentioned at the beginning of the article, greatly affects the overall productivity, profitability and other important economic indicators of a large company.

Despite the fact that each HR specialist has job responsibilities, which are briefly reflected in the internal documents of the company, in reality this issue is decided by the head of the department. Let us consider how this happens in practice, if we take the particular manufacturing enterprise employing up to 300 people. Based on the results of work for the past month, the personnel department receives a total payroll fund of $4,000, which is distributed by the head of the structural unit.

A fair manager who looks several months ahead knows which of his subordinates deserves a bonus, who has tried, but has not yet been able to show the desired result, and who can be punished. According to this principle, he distributes the salary, and after a month he looks at what conclusions his subordinates have made. Six months is enough for such a boss to create an effective personnel department that will fully satisfy the general needs of the enterprise in qualified personnel so that the company works at 100%.

Personal and professional qualities of an employee of the personnel department

Each HR specialist, in order to perform the functions and duties assigned to him, must have certain professional skills and personal qualities.

The legislation of the Russian Federation establishes the following framework in relation to the inspector of the personnel department:

- Average professional education or initial vocational education, but in combination with the passage of relevant courses and practice in the specialty for 3 years, as well as with work experience in this enterprise at least 1 year.

But, as a rule, they close their eyes for these moments if you:

know the labor legislation perfectly and know how to apply this knowledge in practice;

prove to the owner/manager of the enterprise that you know how to properly maintain employee cards and their work books;

you know the basics of office work well and can offer a computer program for the enterprise that greatly simplifies the work of the personnel department;

know very well everything related to labor protection;

know how to schedule vacations, understand and follow the pension legislation;

you can accurately distinguish a person who is able to benefit the common cause from an idler or a swindler.

In addition to the points listed above, which fall under the category professional qualities, for successful work as a Human Resources Specialist, you must be a good psychologist, be able to win over strangers, as well as instantly catch deceit, uncertainty, increased interest and other non-standard manifestations of emotions of applicants for a position in your company. Very often, these innate qualities and acquired life experience are valued much more than the best education in this direction activities.

If you decide to work in the HR department, do not forget that the results of your activities must comply not only with verbal agreements with the employer (this may be the owner of the company, its CEO or head of department), but also signed internal documents organization, as well as the current legislation in this matter. Naturally, any violation entails the appropriate punishment.

Having studied all the job responsibilities of the presented area of activity, you must, first of all, decide on your own how the profession of a human resources specialist corresponds to your interests, life goals and future plans, perhaps it will bring you only positive impressions, but the possibility of negative experience is not excluded.

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How to work in the personnel department | you and work

Accounting for labor and wages in the organization is carried out on the basis of primary documents formed in the personnel department. Poorly organized work of the personnel service inevitably affects the work of both the accounting department and the entire organization. The consequence of this is the untimely remuneration of employees, sick leave, untimely preparation of documents for submission to state social organs. As a result, there is a decrease financial indicators enterprises in general.

Compliance with the norms of the Labor Code of the Russian Federation, the correctness of the execution of personnel documentation is controlled by both the bodies of the Federal Labor Inspectorate (Rostrudinspektsiya) and the bodies of the Federal tax office. The state inspector can come to the office of any organization, regardless of the form of ownership and demand documents relating to personnel records, and other mandatory and internal regulations and orders available in the organization (Federal Law of August 8, 2001 No. 134-ФЗ “On the Protection of the Rights of Legal Entities and individual entrepreneurs during state control (supervision)”).

Documenting the activities of the personnel service covers all processes related to the preparation and processing of personnel documentation in accordance with established rules, and decides the following personnel managerial tasks:

● organization of work of employees;

● conclusion of an employment contract and employment;

● transfer to another job;

● granting vacations to employees;

● incentives for employees;

● imposition of disciplinary sanctions on employees;

● certification of employees;

● maintenance of the staff list;

● accounting for the use of working time;

● attraction of employees to work on weekends and non-working holidays;

● registration of business trips;

● termination of the employment contract and dismissal from work.

The list of personnel documents that organizations must maintain, regardless of the form of ownership, is given in the Appendix. It also indicates regulations, regulating the obligation of the employer to maintain certain personnel documents, and the terms of their storage (in accordance with the List of standard management documents generated in the activities of the organization, indicating the periods of storage, approved by the Federal Archive on 10/06/2000, as amended on 10/27/2003).

Organization of labor of employees is carried out by adoption (approval by the head of the organization or an official authorized by him) of local regulations. Each employer must have internal labor regulations and a provision on the protection of personal data. Other local regulations, such as regulations on remuneration, labor rationing, bonuses and material incentives, certification, etc., are adopted if necessary.

The collective agreement (agreement) is advisory in nature, as it is concluded by agreement of the parties (Chapter 7 of the Labor Code of the Russian Federation). Maintaining the personal files of employees is advisory for private companies. The obligation of the employer to keep personal files extends to employees government organizations in accordance with the Federal Law of July 27, 2004 No. FZ-79 "On the state civil service Russian Federation". For convenience, it is still recommended to form personal files or personal folders, and fix the procedure for their formation in the local regulatory act of the organization approved by the head.

In the personal file (personal folder) of the employee, you can include copies of documents that are required when applying for a job (passport, military ID, certificate of assignment of TIN, pension insurance certificate, marriage certificate, birth certificate of children - to provide income tax benefits; documents on education, etc.) and subsequently all the main documents created during the period of the employee’s labor activity that characterize him labor activity(applications for transfer to another job, letter of resignation, characteristics, documents on advanced training, copies of orders for admission, transfer, dismissal, etc.).

In addition, the employer must have the following documents on labor protection:

● occupational safety instructions;

● briefing log (familiarization with instructions);

● a log of obligatory medical examinations by employees, and others.

These documents can be stored in the personnel department of the enterprise, if the organization does not have a separate labor protection service, or in the office.

note

In accordance with sub. "a" part 1 of Art. 356 of the Labor Code of the Russian Federation, the federal labor inspectorate exercises state supervision and control over compliance by employers with labor legislation and other regulatory legal acts. The Federal Labor Inspectorate has the right to send, in the prescribed manner, to federal executive authorities, executive authorities of the constituent entities of the Russian Federation, local governments, law enforcement agencies and courts claims and other materials on violations of labor and labor protection legislation, up to the suspension of firms on which violations were revealed (Article 3.12 of the Code of Administrative Offenses).

The heads of organizations are personally responsible for the documentary fund formed in the course of their activities. For violation of the legislation of the Russian Federation and other regulatory legal acts, improper maintenance of personnel documentation or lack thereof, the legislator provides for the imposition of an administrative fine: on officials - from 1,000 to 5,000 rubles, on legal entities - from 30,000 to 50,000 rubles. or administrative suspension of activities for up to 90 days, and repeatedly - entails the disqualification of an official (Articles 3.11, 3.12, 5.27, 5.44 and 14.23 of the Code of Administrative Offenses).

APPENDIX

List of personnel documents required for the organization

Document	What document governs	Note	Shelf life
Internal labor regulations (PVTR)	Article 189 of the Labor Code of the Russian Federation	When hiring (before signing the employment contract), the employer is obliged to familiarize the employee with the PWTR against signature. Valid until replaced with new ones.	Constantly
Regulation on the protection of personal data of employees	Article 86 of the Labor Code of the Russian Federation	When hiring (before signing an employment contract), the employer is obliged to familiarize the employee with the Regulations on the protection of personal data of employees against signature. Valid until replaced with a new one.	Constantly
Staffing table (f. T-3) (staffing)		It is compiled every time when certain changes are made to it.	Constantly
Book of accounting for the movement of work books and inserts to them		Stored in the personnel department and maintained constantly.
Income and expense book for accounting for forms of work books and inserts to them	Instructions on the procedure for filling out work books and inserts to them (approved by the Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69)	It is stored in the accounting department along with the forms of work books and inserts to them; the forms are sent to the personnel department at the request of a personnel worker.	50 years (but upon liquidation of the company, it is submitted to the city archive along with other documents, the shelf life of which is 75 years)
Regulations on remuneration, bonuses and material incentives	Section 6 of the Labor Code of the Russian Federation, Chapter 21 of the Labor Code of the Russian Federation	In the presence of complex systems wages and labor and bonus systems. Valid until replaced with a new one.	Constantly
Regulations on the training system	Articles 196, 197 of the Labor Code of the Russian Federation	If there is a training system in the organization.	Constantly
Regulations on certification of employees	Article 81 of the Labor Code of the Russian Federation	When conducting certification at the discretion of the employer.	Constantly
Vacation schedule		Approved by the employer no later than two weeks before the start of the calendar year.
Labor contract	Articles 16, 56, 57, 67 of the Labor Code of the Russian Federation	Is in writing with every employee.
Job descriptions for each position in accordance with the staffing table, work instructions for professions		Accepted at the discretion of the employer.	Constantly
Job Orders	Article 68 of the Labor Code of the Russian Federation	Issued on the basis of an employment contract. They are announced to the employee against signature within three days from the date of the actual start of work.
Orders for transfer to another job	Article 72.1 of the Labor Code of the Russian Federation	Issued on the basis of an agreement on transfer to another job ( additional agreement to an employment contract).
Dismissal orders	Article 84.1 of the Labor Code of the Russian Federation
Orders for core business		Published as needed. Orders for core activities prepared by the personnel service are registered and stored in the office. The personnel department is conducting the case “Copies of orders for core activities”.	1 year (copies of orders kept by the personnel department)
Leave orders		Issued on the basis of the vacation schedule or the employee's application
Employee applications for unpaid leave	Article 128 of the Labor Code of the Russian Federation	Unpaid leave is granted at the request (at the request) of the employee in accordance with Part 1 of Art. 128 of the Labor Code of the Russian Federation or at the request of the law on the basis of the application of the employee (part 2 of article 128 of the Labor Code of the Russian Federation).
Employee's personal card (T-2 form)		Conducted for each employee.
Employment history	Article 66 of the Labor Code of the Russian Federation, Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, Instructions on the procedure for filling out work books and inserts to them (approved by the Decree of the Ministry of Labor of Russia of October 10, 2003 No. 69)	The employer maintains work books for each employee who has worked for him for more than five days.	Upon dismissal, the employee receives a work book in his hands. Unclaimed work books are stored in the organization for 50 years; upon liquidation of the enterprise, they are archived
Agreements on full liability		They are concluded with employees who directly serve material assets.
Book of accounting (registration log) of orders for core activities	Instructions for office work in the personnel service of VNIIDAD "Exemplary instructions for office work in the personnel service of an organization" (recommended)	Must be numbered and laced, sealed and signed by the employer
Book of accounting (registration log) of orders for employment
Book of accounting (registration log) of dismissal orders
Book of accounting (registration log) of orders for granting holidays
Journal of registration of travel certificates
Time sheet	Part 3 of Article 91 of the Labor Code of the Russian Federation	The employer is obliged to keep a record of the time actually worked by each employee
shift schedule	Article 103 of the Labor Code of the Russian Federation	It is brought to the attention of employees no later than one month before its entry into force.
Register of inspections of inspection bodies	Federal Law of August 8, 2001 No. 134-FZ “On the protection of the rights of legal entities and individual entrepreneurs during state control (supervision)”	Conducted by all legal entities and entrepreneurs without forming a legal entity	Constantly
Minutes of meetings, resolutions of attestation qualification commissions	Regulations on certification of employees of the enterprise	Are issued attestation commission
Timesheets and outfits of workers harmful professions	Part 3 of Article 91 of the Labor Code of the Russian Federation	Compiled monthly.
Lists of workers in production with harmful conditions labor	Decree of the Council of Ministers of the USSR of January 26, 1991 No. 10 "On approval of lists of industries, jobs, professions, positions, indicators giving the right to preferential pension provision"	If production with harmful working conditions; is ongoing.
Lists of employees retiring on a preferential pension		If production with harmful working conditions; is ongoing.
Correspondence on appointment - state pensions and allowances; preferential pension
Occupational safety instructions by profession	Section 10 of the Labor Code of the Russian Federation		Constantly
Briefing log (familiarization with instructions)	Section 10 of the Labor Code of the Russian Federation
Journal of obligatory medical examination by employees	Article 69 of the Labor Code of the Russian Federation, order of the Ministry of Health and Medical Industry of the Russian Federation dated March 14, 1996 No. 90 “On the procedure for conducting preliminary and periodic medical examinations workers and medical regulations for admission to the profession” (as amended on February 6, 2001)
Acts of accidents	Decree of the Ministry of Labor of the Russian Federation of October 24, 2002 No. 73 "On approval of the forms of documents necessary for the investigation and accounting of industrial accidents, and the provisions on the features of the investigation of industrial accidents in certain industries and organizations"
Acts of investigation of occupational poisonings and diseases

E.N. Malkova,
HR Specialist at Algorithm LLC

During the emergence and documentation labor relations, a lot of documents are formed under the general name "personnel documentation". In the specialized literature, a set of personnel documents is systematized according to various criteria.

For example, according to the target affiliation, two large groups of personnel documents are distinguished:

1. Documents on the accounting of personnel of employees, which include orders for hiring, transferring to another job, granting leave, dismissal, employee's personal card and others. The main part of the personnel documents was included in the unified forms primary accounting documentation for the accounting of labor and its payment, approved by the Decree of the State Statistics Committee of the Russian Federation of January 5, 2004 No. 1 "On approval of unified forms of primary accounting documentation for the accounting of labor and its payment."

2. The second group consists of documents related to the implementation of functions for personnel management and labor organization (Internal labor regulations, Regulations on the structural unit, job descriptions, Structure and staffing, Staffing table). AT " All-Russian classifier management documentation" OK 011-93, approved by the Decree of the State Standard of the Russian Federation dated December 30, 1993 No. 299, these documents are called "documentation on the organizational and regulatory regulation of the activities of an organization, enterprise."

Another principle of systematization of personnel documentation is also applied, namely according to typical personnel procedures, the following types of personnel documents are distinguished:

1. Documentation for employment:

· Application for a job;

· Appointment contract;

· The order of acceptance to work;

Protocol general meeting labor collective about hiring.

2. Documentation for transfer to another job:

· Application for transfer to another job;

· Representation of transfer to another job;

· Order for transfer to another job.

3. Documentation for dismissal from work:

· Letter of resignation;

· Order of dismissal;

· Minutes of the general meeting of the labor collective on dismissal.

4. Documentation for registration of holidays:

· Vacation schedule;

· Application for leave;

· Order for leave.

5. Documentation on the design of incentives:

· Presentation of promotion;

· Order on encouragement;

· Minutes of the general meeting of the labor collective on promotion.

6. Documentation on registration of disciplinary sanctions:

· Report on violation of labor discipline;

· Explanatory note on violation of labor discipline;

・Order of imposition disciplinary action;

· Minutes of the general meeting of the labor collective on the imposition of a disciplinary sanction.

In reality, the composition of personnel documents can be much wider or can be adapted to the specifics of work for a particular employer.

In addition, documenting labor relations occupies an important place in labor legislation.

Labor Code The Russian Federation establishes the need to document labor relations:

The employment contract must be concluded in writing (Article 67 of the Labor Code of the Russian Federation);

Employment is formalized by order (instruction) of the employer, with whom the employee gets acquainted against signature (Article 68 of the Labor Code of the Russian Federation);

· work books are maintained for all employees (Article 66 of the Labor Code of the Russian Federation);

upon a written application of the employee, the employer is obliged, no later than three working days from the date of submission of this application, to issue to the employee copies of documents related to work (copies of the order for employment, orders for transfers to another job, order for dismissal from work; extracts from the work book ; information about wages, on accrued and actually paid insurance premiums for compulsory pension insurance, about the period of work at this employer and others) (Article 62 of the Labor Code of the Russian Federation);

Mandatory issuance of an order (instruction) on the application of a disciplinary sanction (Article 193 of the Labor Code of the Russian Federation);

Termination of an employment contract is formalized by an order (instruction) of the employer (Article 84.1. Labor Code of the Russian Federation).

This also includes unified forms of primary accounting documentation for accounting for labor and its payment, the maintenance of which, in accordance with paragraph 2 of 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”, is mandatory for all organizations operating on the territory of the Russian Federation, regardless of the form of ownership.

Currently, the following unified forms for personnel accounting are in force:

No. T-1 "Order (instruction) on hiring an employee", No. T-1a "Order (instruction) on hiring employees", No. T-2 "Personal card of an employee", No. T-2GS (MS) " Personal card of a state (municipal) employee", No. T-3 "Staffing", No. T-4 " Registration card scientific, scientific and pedagogical worker", No. T-5 "Order (instruction) on the transfer of an employee to another job", No. T-5a "Order (instruction) on the transfer of employees to another job", No. T-6 "Order (instruction) ) on granting leave to an employee”, No. T-6a “Order (instruction) on granting leave to employees”, No. T-7 “Vacation schedule”, No. T-8 “Order (instruction) on termination (termination) of an employment contract with an employee ( dismissal)”, No. T-8a “Order (order) on termination (termination) of the employment contract with employees (dismissal)”, No. T-9 “Order (order) on sending an employee on a business trip”, No. T-9a “Order ( order) on sending employees on a business trip", No. T-10 "Travel certificate", No. T-10a "Service assignment for sending on a business trip and a report on its implementation", No. T-11 "Order (instruction) on encouraging the employee", No. T-11a "Order (order) on the promotion of employees."

In addition, the Decree of the Goskomstat of the Russian Federation dated January 5, 2004 No. 1 approved unified forms for recording working hours and settlements with personnel for remuneration:

No. T-12 "Time sheet and payroll", No. T-13 "Time sheet", No. T-49 "Payroll", No. T-51 "Payroll", No. T-53 "Payroll", No. T-53a "Journal of registration of payrolls", No. T-54 "Personal account", No. T-54a "Personal account (svt)", No. T-60 "Note-calculation on granting leave to the employee" , No. T-61 “Note-calculation upon termination (cancellation) of an employment contract with an employee (dismissal)”, No. T-73 “Act on the acceptance of work performed under a fixed-term employment contract concluded for the duration of a certain work”.

Local regulations- acts containing norms labor law developed for the regulation of labor relations, taking into account the specifics of labor at a particular employer and the establishment by the employer of working conditions within its competence in accordance with labor legislation and other regulatory legal acts containing labor law norms, collective agreements, agreements.

The composition of local regulations that are mandatory for each employer, according to the interpretation of the norms of the Labor Code of the Russian Federation, includes:

Staffing (Article 57 of the Labor Code of the Russian Federation);

· Internal labor regulations (articles 56, 189, 190 of the Labor Code of the Russian Federation);

Documents establishing the procedure for processing personal data of employees, their rights and obligations in this area (Articles 86, 87, 88 of the Labor Code of the Russian Federation);

· At shift work each group of workers must perform work during the established working hours in accordance with the shift schedule (Article 103 of the Labor Code of the Russian Federation);

Vacation schedule (Article 123 of the Labor Code of the Russian Federation);

· Rules and instructions for labor protection. The employer is obliged to ensure safe conditions and labor protection, rules and instructions for labor protection must be drawn up and brought to the attention of employees against signature (Article 212 of the Labor Code of the Russian Federation).

These personnel documents are among those that, first of all, are checked by inspectors of the federal labor inspectorate.

Based on the above provisions, the entire set of personnel documents can be divided into two types:

1. Mandatory personnel documents, the availability of which is expressly provided for by the Labor Code of the Russian Federation for all employers (legal entities and individual entrepreneurs).

This type of personnel documents includes local regulations provided for by the Labor Code of the Russian Federation (Articles 57, 86-88, 103, 123, 189, 190, 212, Labor Code of the Russian Federation) and therefore mandatory for each employer and documents created in the process of emergence and documentation labor relations in accordance with the requirements of the Labor Code of the Russian Federation (Articles 62, 66, 67, 68, 84.1, 193 of the Labor Code of the Russian Federation). The former are associated with the organizational and regulatory regulation of labor relations and the establishment of the regime and working conditions for a particular employer, the latter serve to record the personnel of employees.

2. Optional personnel documents that the employer can accept within the framework of local rule-making, their list, the procedure for maintaining the employer determines independently.

Optional personnel documents are advisory in nature, they also contain labor law norms and are necessary for the regulation of labor relations. Such personnel documents include, for example, provisions on structural divisions, regulations on personnel, job descriptions, regulations on attestation of employees and others.

Thus, the general composition of personnel documents is determined directly by the employer, taking into account the requirements current legislation, the scale and specifics of the organization of labor, with the exception of those documents and unified forms of primary accounting documentation for the accounting of labor and its payment, which are mandatory for each employer.

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