Management of personnel records management in the enterprise. HR courses. Organization and management of the personnel service Special assessment of working conditions in the workplace

Purpose of the course

Provide students with complete information about labor legislation and HR regulations (with all changes for 2019). The study of modern personnel records management and practical organization of registration labor rights relationship between employee and employer. Using real situations, develop a strategy to prevent mistakes, simulate the behavior of the parties in case of conflict situations and contentious issues.

Category of course participants:

HR managers
HR and legal professionals
Heads of departments and subdivisions of companies
Accountants
Representatives of trade union organizations

Training period: 72 hours, 2-3 times a week from 18.00 to 21.00 on weekdays.

Final document:Professional Development Certificate.

Event dates:as the group is recruited (keep an eye onschedule)

Detailed course content

Section 1. Organization of the work of the personnel service and personnel records management (2 hours)

Areas of activity of the personnel service
The number of personnel service
Selection, training of personnel workers, distribution of duties.
Regulations on personnel service
Responsibility of HR employees
Peculiarities personnel policy in modern conditions

Section 2. Labor legislation. Legal regulation of labor relations

Application of normative acts of the labor legislation of the Russian Federation in the practical activities of personnel services

Topic 1. Documents regulating personnel management and the activities of personnel services (2 hours)

Collective agreement
Rules of the internal work schedule
Regulations on the personal data of employees

Topic 2. Employment contract (8 hours)

Parties employment contract. Rights and obligations of the parties
Conclusion of an employment contract
Rules for drawing up an employment contract. Mandatory and additional terms employment contract
Features of concluding a fixed-term employment contract
Having a trial period
Cancellation of the concluded employment contract
Changes in the terms of the employment contract and execution of additional agreements
Transfers to another job (temporary, permanent) and their execution
Movement of an employee without his consent
Combination
Features of concluding an employment contract with remote workers
Features of concluding an employment contract with part-time workers
Employee liability
Differences between labor and civil law contracts
Employment (documents and registration procedure)
Justification for refusal to hire
Responsibility of the employer (non-execution of an employment contract, replacement of an employment contract with a civil law contract)

Topic 3. Remuneration system (6hours)

Time and piecework wages
Development of a regulation on remuneration
Establishment of compensatory and incentive allowances and surcharges
Indexing wages
Schedules for work
Working hours (night time, overtime, paid holidays and weekends)
Summarized accounting of working hours
Irregular working hours
incomplete work time
Time sheet
Supplement for workers with severe and harmful conditions labor on the basis of a special assessment of working conditions
Payment for hours worked (procedure, terms and place of payment of wages)
Vacation pay
"Natural" wages
Payment for work injury
Settlement with the employee upon dismissal ( compensation payments, severance pay)
Employer's liability for late payment of wages

Topic 4. Holidays (4 hours)

Vacation types
Drawing up and approval of the vacation schedule
Making changes and additions to the vacation schedule
Additional annual leave in cases provided for by law
Who is entitled to leave?
Dividing vacation into parts
Provision procedure annual leave(documents, vacation pay)
Conditions for the payment of holiday compensation
Leave a review
Leave "at your own expense"
study holidays
Maternity leave
Leave to care for a child up to 1.5 years, up to 3 years
Leave followed by dismissal
List of typical violations in the registration and granting of holidays

Topic 5. Dismissal (6 hours)

Grounds for dismissal of employees provided for by labor legislation
The procedure, features and registration of the dismissal of employees on various grounds(agreement of the parties, expiration of the employment contract, own wish, transfer to another employer, change in the terms of the employment contract determined by the parties, medical report, etc.)
The procedure, features and formalization of the dismissal of employees at the initiative of the employer (reduction of staff or number, inconsistency with the position held, disciplinary sanctions, etc.)
The procedure, features and execution of the termination of an employment contract due to circumstances beyond the control of the parties
Terms of termination of employment contracts for various reasons
Registration and issuance of a work book
Retirement payouts
Features of regulation of dismissal of certain categories of workers

Section 3. Personnel records management. Changes in HR management

Topic 1. Organization of personnel records management (2 hours)

Types of personnel records management (personalized, staff, statistical)
The procedure for compiling documents: organizational (regulations, instructions), administrative (orders, instructions), information and reference (acts, letters)
Registration logs (labor books, employment contracts, personnel orders, incoming / outgoing documentation, etc.)
Organization of workflow (registration of documents, control over the execution of documents, the legal force of the document, the timing of the production of documents, etc.)

Topic 2. Personnel primary accounting documents (4 hours)

Issues related to the use of primary accounting documents in personnel records management.
Development and approval of personnel primary documents ( staffing, documents on the admission of employees (application, order, employment contract), personal card, documents on the transfer of an employee from position to position or to another unit (application, order, supplementary agreement to the employment contract), registration of vacation, vacation schedule, registration of incentives, registration of business trips, documents on the dismissal of employees (application, order), time sheet, order for suspension from work, documents on disciplinary action, etc.)
General rules and requirements for paperwork

Topic 3. Features of the process and personnel records management when hiring (6 hours)

Recruitment Application
Questionnaire, resume of the candidate
Testing
Interviewing (interview stages, position profile, etc.)
Refusal to hire (grounds, registration)
Testing for employment (the procedure for establishing, formalizing, familiarizing, passing and ending the probationary period).
Restrictions on hiring
Making entries in personal cards, personal file, time sheet.

Topic 4. Features of the process and personnel records management in staff training (6 hours)

The goals of staff training (acceleration of adaptation to new position, development of necessary competencies, team building, loyalty, motivation by training)
The impact of training on company performance
Calculation of the effectiveness of the conducted trainings
Criteria for evaluating the effectiveness of training
Registration of training in personnel records management (student agreement, supplementary agreement to an employment contract, order, personal card, etc.)

Topic 4. Features of the process and personnel records management in the process of personnel certification (personal performance assessment). (6 o'clock)

The purposes of certification of workers
Professional Standards
Competence and competencies (rules for the development and assessment of competencies)
Regulations on certification (assessment of personal activities of employees)
Certification, evaluation procedure and its documentary support

Topic 5. Employment books (2 hours)

Form types
Accounting work books and inserts for them
Preparation and completion of work books
Issuance of duplicates, inserts to work books
Analysis characteristic errors when filling out work books

Topic 6. Features of the process and personnel records management when motivating staff (6 hours)

Material motivation (grading, salary setting, wage systems)
Compensation package development
Non-material motivation
Preparation of documents for rewarding employees
Development of additional provisions (regulation on providing employees with uniforms, provision on providing employees with preferential meals, etc.)
Marks in the personal file of the employee

Topic 7.Control labor discipline. Local regulations (4 hours)

The concept of labor discipline
Typical problems and causes of violation of labor discipline
Positive and aggressive approaches to work discipline management
Creation of a disciplinary procedure (package of documents)
The specifics of dismissal on grounds related to disciplinary violations
Local regulations governing the activities of personnel (employment contract, PVTR, job description)

Topic 8. Special valuation working conditions (2 hours)

Results of the assessment
Measures to improve conditions
Preparation and execution of personnel documents
Responsibility of the employer for the absence (non-conduction) of a special assessment of working conditions

Topic 9.Business trips (1 hour)

Types of business trips
Registration of business trips (service assignment, order, travel certificate, financial report)
Regulations on business trips (travel, accommodation, per diems, hospitality expenses)

Topic 10. Organization of military registration in the company (1 hour)

Order on the organization of military registration
Information about conscripts

Topic 11. Personnel archive (2 hours)

Legislative and regulatory materials on documenting and organizing work with documents
Activity documentation
Preparing documents for archiving
Creation of a company archive, its replenishment and the procedure for using documents
Document retention periods

Topic12.Reporting forms of the personnel services of the enterprise (1 hour)

Statistical toolkit for the organization
On the provision of information on the quota of disabled people.
On the provision of information on the release of employees
About providing information about part-time work

Section 4. Plans and bills 2019 (1 hour)

Section 5. Control and supervision of compliance with the labor legislation of the Russian Federation (4 hours)

Check log (information about the checks performed)
Powers of Inspection Bodies
Types of checks

Topic 1. State Labor Inspectorate

Scheduled and unscheduled inspections
The list and content of documents checked by the GIT
Forms and procedure for conducting GIT inspections
Powers of the GIT
Terms of application to GIT

Topic 2. Pension fund

Periods of work and other activities included in the length of service
List of required documents for establishing a pension
The role of personnel documentation in confirming the length of service of employees.
Deadlines and procedure for submitting documents
Checking the payment of insurance premiums, retirement of employees
A set of documents to be checked
Powers of the Pension Fund

Topic 3. Inspection bodies

Fund social insurance RF
The Federal Migration Service

is an activity aimed at systematization of personnel documents and work with them.

The personnel department exists in all organizations and ensures uninterrupted work with documents, as well as timely accounting of all changes on the part of the enterprise and its employees.

Dear readers! Our articles talk about typical solutions legal issues but each case is unique.

If you want to know how to solve exactly your problem - contact through the online consultant on the right or call by phone free consultation:

Required literature

In order to quickly conduct training in office work and apply knowledge in practice, experts recommend paying attention to the following publications:

Organization of personnel records management from scratch

The organization of personnel records management from scratch should be built in stages as follows:

Installation of special computer programs designed to carry out competent documentation and other matters related to personnel records management.

To date, there are many programs designed for these needs. However, organizational leaders traditionally choose 1C.

This is due to the fact that there are specialists in the installation and maintenance of this program in any large or small city, but those who could serve innovative developments cannot always be called by phone.

Studying important documents of the organization.

All submitted contracts and documents must comply with, and not contradict, the charter of the organization. This carries an important part, first of all, to eliminate disagreements with the management or with employees.

Acquisition or independent production registration log.

The documents that will be contained in the office work of the company must be agreed with the higher management.

It is necessary to clarify which of them will be mandatory, and which can be postponed, because they will be invoked in rare cases. It is important to know which of them will be located in the work schedule, and which in forms.

Director's form. Need to check correct filling all papers, which should reflect the date the manager has been working in the company.
Create staffing and rules for internal regulations applicable to all employees without exception.

How to draw up a staffing table, read our article.

If they are not in the company, you need to create these documents. These documents must be fully agreed with the head of the organization and checked against the regulatory framework. That is, you need to find out whether the innovations are contrary to the law.

Creation of a standard employment contract that will be beneficial to the organization, but will not contradict legislative norms.
Then the main documents are needed.

Human Resources can't get by without creating the following papers:

order forms;
liability agreements;
registration log;
accounting books;
work time sheet.
After the documents, you need to take care of who and how should lead.

The issue of their storage and filling out documents should be decided on time and in advance. On the initial stage when there are very few staff at work, this may be the founder of the company. On this occasion, a special order should be issued. Failure to do so will result in a serious fine.

If in the future a person appears whose duties will include working with documents, then a new order will be issued to appoint a responsible person.

The last stage is the recruitment of employees for employment.

For this procedure you will need:

job orders;
registration of labor contracts;
availability of work books;
cards for employees;
book in order to take into account work books.

This is far from everything that an employee starting from scratch needs to know, but such actions are only first basics a large amount of information to be explored in the future.

You can find instructions for personnel records management.

Responsibilities of the Human Resources Specialist

The office worker has a broad field of activity, covering all aspects of the organization related to employees and their work. So, the main tasks of the office worker are:

Preparation of documents related to sick leave and other certificates.
Formation of a personal file for each of the employees.
Preparation and development of time sheets.
Conducting and preparing personnel orders.
Calculation and subsequent accrual.

Download a sample job description for a personnel officer-clerk for free.

In addition to the main tasks, employees in this field of activity also have additional tasks, such as the:

tracking the market for wages;
tracking and inviting candidates for employment;
listing open vacancies In the organisation;
development of regulations on and recruitment of employees of the company.

Sometimes an employee of this department is engaged in evaluating the work of employees and compiling a report on this topic.

It is important to know that according to current legislation, the personnel officer cannot disclose the personal data of the employee to third parties. This responsibility lies entirely with him.

Mistakes made in the HR department

Mistakes can be made in any work. So HR is no exception. Since this is a complex process and it is difficult for many novice employees to remember a large amount of information, the main ones are as follows:

When registering and dismissing an employee.

First of all, it refers to the design. The order may not specify the conditions for or the nature of the work performed. Sometimes mistakes are made in the initials or surname of the employee, as well as his working unit. It is important to consider here that an order executed with errors or issued by an unauthorized person is invalid.

Work with workbooks. According to the rules, the series and number of this document must be entered in the book of accounting for the movement of labor books, which not everyone does.
When concluding an employment contract. The main omissions are the absence of any of the documents required for this procedure, or the employment of citizens who are unable to engage in this type of activity for health reasons.
Orders. A local regulatory act at the enterprise can be issued, but it does not contain the signature of the head of the company. This is a gross violation, and such a document is not valid.

Restoration of order in personnel records

Sometimes in a small company it happens that a lot of violations accumulate, and there is no specialist capable of resolving this issue. If, nevertheless, such a person was found, and he was entrusted with putting things in order in the documentation, then he needs to follow following step by step instructions:

You will need the latest edition of regulations that will help solve many legal issues, as well as special literature on personnel topics and programs that make life easier in personnel office work.
Revision of documents and verification.

All necessary documents related to office work must be available. These include mandatory, special and optional.

It is important that everything is in its proper form and in its place.

Optional ones should also be acquired in order to protect yourself when conducting checks in the office.

Studying the wishes of the manager, as well as how things are in the company and whether they comply with the declared orders and local regulations. This stage also includes a careful study of the constituent documents of the organization.
Determination of the circle of persons involved in the development of the missing documents and those employees who will be responsible for the document flow and its safety in the future.
Analysis of the staffing table, which must be performed in a unified form.
Checking the execution of the head, employees and employment contracts in the company.
An important part is the study of previous employment orders and personal cards for employees, there should be no errors in them.
Checking work books.
Checking transfers and movements of employees in the company, layoffs, both past and current.
The final step is to check the working hours for each employee.

Office automation

HR records management over time it becomes more and more difficult, and the company is getting bigger. Therefore, the way out of this situation is HR automation. Today, in almost every organization, personnel issues are resolved using automatic devices.

Establishing the automation process should take place in several stages:

The first step is to set a goal for automation. Most often, this is the smooth operation and efficiency of the installed system.
After determining the effectiveness, you need to start implementing the system, that is, creating an automatic database.
Next, you need to train employees to work on the provided equipment.
The introduction of data from all documents of the organization into the system is the main stage. At this time, you need to create templates for reports.

For correct personnel office work, you will need following programs:

pre-systems, that is, programs that provide accounting;
HRM systems. This is the system problem solving with staff automation. This is a system that stores information on each of the employees;
WFM system. These programs have more features than conventional automation programs;
HCM-systems are decisive issues not only in terms of the quantitative indicator of personnel, but also in terms of quality. Such programs improve the performance of large firms by about 15 percent.

Of course, you can abandon new technologies and carry out work according to the old methods. However, progress does not stand still, and in the future it may turn out that due to improper automatic equipment, a violation of the document flow may occur, which can entail a fine.

How to organize personnel records in a newly created company - see the video seminar:

Topic 1. State supervision and control over compliance with labor legislation and other regulatory legal acts containing labor law norms.

Normative-legal acts regulating the organization and conduct of personnel records management.
Penalties for violation of the current legislation.
Draft legislative acts regulating labor relations with employees.
Responsibility of employers and officials for violations of labor laws.
Types and requirements for the preparation and approval of internal local regulations.

Topic 2. Organizational and legal support of personnel records management when hiring.

Organization of the personnel document management system. List of personnel documents. Unified documentation system.
Registration labor relations with an employee: verification of the authenticity of documents submitted by applicants; consent to receive and process personal data; features of the design of certain categories of workers; checking if the employee has periods public service and municipal service, notification procedure; checking whether the employee has a disqualification, the actions of the employer.
The sequence of procedures for registration of labor relations: familiarization with regulatory local acts(mandatory and recommended).
Employment contract: mandatory and additional terms of the employment contract; features of the conclusion of a fixed-term employment contract; employment contract with the head and chief accountant; features of the conclusion of an employment contract with part-time workers.

Topic 3. Organizational and legal support of personnel records management when changing the terms of an employment contract.

Changing the terms of the employment contract: changing the terms of the employment contract determined by the parties by agreement of the parties and without the consent of the employee; transfer and relocation: differences, registration procedure.
The procedure for registration of procedures for combining professions (positions), expanding service areas, increasing the scope of work, fulfilling the duties of a temporarily absent employee without exemption from the main job.
The order of registration of procedures for changing the mode of operation, conditions of remuneration, labor function.

Topic 4. Features and main differences between labor and civil law contracts.

Restrictions and risks when concluding civil law contracts. Comparative analysis, a responsibility.

Topic 5. Organizational and legal support of personnel records management upon termination (termination) of an employment contract with an employee (dismissal):

General procedure for terminating an employment contract. Grounds for termination of the employment contract: at the initiative of the employee, at the initiative of the employer, by agreement of the parties, due to circumstances beyond the control of the parties.
The procedure for issuing an order to terminate the employment contract, the final settlement with the employee, the calculation of compensation for unused vacation, the procedure for issuing and issuing a work book.
Grounds for terminating an employment contract with an employee. Revocation of applications. Layoff periods. Compensation payments.
Legal consequences of non-compliance with the dismissal procedure. Arbitrage practice.

Topic 6. The procedure for accounting for working time and rest time.

Accounting for working hours by the employer: time sheet, shift schedule. Irregular working hours.
Payment overtime work on weekends and non-working days holidays, downtime payment. Summarized accounting of working hours.
Vacation schedule: making changes, vacation schedule for new employees. The procedure for providing and the algorithm for processing documents for vacation: additional, leave without pay, study, maternity leave, parental leave, for harmfulness, for irregular working hours.
Extension or postponement of annual paid leave. Dividing annual leave into parts. Vacation review.

Topic 7. Business trip.

The procedure for issuing and the amount of reimbursement of expenses.
Service task and report on its implementation.
Categories of workers who can be sent to business trip only with their consent. foreign business trips.

Topic 8 disciplinary actions employees of the organization.

Procedure for imposing a disciplinary sanction.
Accounting for the circumstances of the employee's guilt and the severity of the misconduct.
The procedure for lifting a disciplinary sanction.

Topic 9. Liability of the parties to the employment contract.

Full and partial liability, limits of liability, procedure for recovery of damages.

Topic 10. Features of labor regulation of certain categories of workers.

Topic 11. Occupational safety and certification of workplaces.

Ensuring safety and labor protection in the organization.
Organization and certification of workplaces in terms of working conditions: evaluation criteria, control.

Topic 12. protection of labor rights of workers.

Individual and collective labor disputes. Powers of the commission labor disputes. Arbitration.

For documentation All personnel operations in the organization require certain knowledge and skills.

Office work at the enterprise is regulated by an instruction independently developed and approved by the director. It is an internal regulatory act and is mandatory for all employees of an economic entity. It is developed and supervised by the Human Resources Department.

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

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Legislation requires the preparation of many documents that fix all aspects of the employee's employment relationship with the employer.

Experienced and novice personnel officers should improve their skills. To help them, Internet sites have been created, which present theoretical courses in personnel records management.

Personnel papers reflect the activities of the staff, confirm the length of service of employees, which plays a paramount role in calculating pensions. The management is responsible for the documentary fund of the enterprise.

The main details in control on paper

Competent organization personnel records requires knowledge of the regulatory framework, tracking its changes, orientation in the forms of documents used.

For what purpose is

The procedure for maintaining personnel records is regulated by law. On the large enterprises with a large staff, as a rule, a personnel service is formed. Its employees draw up relevant documents in accordance with the requirements of the regulatory framework of the Russian Federation.

Papers can have a unified form or be developed at the enterprise and approved in local acts.

Personnel records management is an activity aimed at the development and maintenance of documents related to the accounting of personnel, working hours, payroll calculations.

Personnel issues include the following items:

registration of employment;
internal movement of workers;
dismissal;
regulation of relations between the manager and employees;
organization of the labor process;
others.

Proper organization of personnel records contributes to the solution of a number of problems.

Its main goals are presented in the table:

Direction personnel work	Tasks in progress
Accounting and control	recruitment, accounting, dismissal of staff.
Planning and regulatory	selection, transfer, adaptation of workers.
Reporting and analytical	study of employees, evaluation of their work; analytical work; making report.
Coordination and information	training, education, retraining of personnel; reception of employees on official and personal matters; treatment written requests workers; archival and reference activities.
Organizational and methodological	documenting the work of employees; work with the personnel of departments; personnel planning and management.
Documentary	maintaining personal files, work books; drawing up orders, papers for personalized accounting; registration of sick leave, pension certificates, etc.

In Moscow and other large regions of the Russian Federation, organizations with separate divisions can keep personnel records online. For this, appropriate programs have been developed that allow the exchange of documents in electronic form.

The legislative framework

The legislative framework for personnel records management is contained in the Labor Code of the Russian Federation.

This activity is regulated by a number of legal acts:

Instructions for filling out and applying primary documents for accounting and remuneration (Goskomstat Resolution No. 1 dated 05.01.04);
unified documents and requirements for their preparation (Gosstandart resolution No. 65-st of 03.03.03);
Standard instruction on office work for federal bodies executive power (Order of the Ministry of Culture of the Russian Federation No. 536 dated 08.11.05);
Rules for the work of archives (decision of the Collegium of the Federal Archives of 06.02.02);
Rules of office work for federal executive authorities (Decree of the Government of the Russian Federation No. 477 of 15.06.09);
Law on information, its protection and information technology No. 149-FZ dated July 27, 2006;
Law on Consideration of Applications of Russian Citizens No. 59-FZ dated 02.05.06;
Law on the state language of the Russian Federation No. 53-FZ dated 01.06.05;
Law on archiving No. 125-FZ of 22..10.04;
Law on trade secret No. 98-FZ dated July 29, 2004;
Order on work books No. 117n dated 12/22/03;
Decree on the adoption of instructions for filling out labor No. 69 dated 10.10.03;
Resolution on work books No. 225 dated April 16, 2003;
Instructions of the General Staff of the Armed Forces of the Russian Federation.

Required Documents

The Labor Code of the Russian Federation obliges organizations to have their own legislative framework, which includes a number of mandatory local normative documents.

These include:

Charter	The main founding document. It spelled out legal form enterprises, founders, field of activity, procedure for hiring and dismissal of the head, his powers. Many internal regulations of the company are drawn up on the basis of the provisions of the Articles of Association.
Labor regulations (hereinafter - the Rules)	The presence of the document is provided for by Art. 189, 190 of the Labor Code of the Russian Federation. It establishes the procedure for hiring and firing employees, the rights and obligations of the parties to the agreement, work and rest regimes, the system of incentives and penalties, and other issues regarding labor relations at the enterprise. The director approves the rules. If there is a trade union in the organization, its opinions regarding the adoption of the document are taken into account. In organizations where personnel work irregular hours, there should be a List of relevant positions and professions. It is issued in the form of an annex to the Rules.
Instructions on the protection of personal data	According to Art. 87 of the Labor Code of the Russian Federation, it establishes the requirements that must be met when processing personal information about employees, ensuring their protection, use, storage. Personal information is considered to be information about a single worker, needed by the employer for labor relations. Employees should be familiar with the documents that determine the procedure for processing their data.
Regulation on labor protection	It is located in the personnel department. Each employee is familiarized with the document. In enterprises with more than 50 employees, there must be a position of a labor protection specialist.
shift schedule	It is used in companies with a shift work schedule. The document is urgent and is valid for a certain period at the discretion of the employer.
Papers on labor rationing	They reflect the necessary time costs for the manufacture of products (performance of work) by one employee or group and the establishment of labor standards on their basis.

Regulations

After accepting the head, the number of positions required for the normal operation of the organization is established. Based on the figures received, production cycle and other features of the enterprise's activity is being prepared.

To draw up a document, a standardized form is usually used. You can download a sample for free from the Internet. The employer has the right to adjust the schedule at its discretion.

In the document, the positions are listed in hierarchical order: starting with the director and ending with the support staff. For each of them, the number of units by state, salary and allowances are indicated.

At the next stage, the work schedule is formed. It represents work schedules for all employees. If there are shifts, detailed shift schedules are created. The document briefly describes the requirements for appearance employees, behavior, daily routine, etc.

Next, a form of employment contract is developed. In this case, the main norms of the Labor Code of the Russian Federation and the internal regulatory documents of the company should be taken into account. An employment agreement is usually drawn up by the organization's lawyer or outside contractor.

The document must include the following items:

information about the legal entity: name, address, telephone number, full name and position of the head;
employee passport details;
position of the employee, types of contract (permanent or fixed-term) and workplace (main or additional);
a list of the main duties with reference to the instructions for this position;
information on remuneration, additional payments, benefits, vacations;
work schedule, payment for processing;
reasons for termination of the contract and other conditions;
signatures and details of the parties, company seal.

To check and optimize the work of personnel officers, management can conduct an internal or independent audit. This helps to reduce the risk of administrative penalties, disputes and complaints from staff.

Stages of organizing HR records management from scratch

For the formation of personnel records, it is convenient to use the following step-by-step instructions:

Preparing the necessary	To organize a personnel service, you first need to purchase furniture, office equipment, stationery, etc. You will definitely need personnel program, for example, "1C: ZUP" and reference legal system. Thanks to this, the employees of the department will keep track of the latest changes in legislation and will have access to necessary documents. A safe is needed to store labor and important papers.
Registration of the head	The director is the executive officer of any company. He signs the paperwork. To give him all the powers, he is hired under an employment agreement. An appropriate order is issued, by which he appoints himself.
Appointment of a person responsible for personnel work	In a small company, these functions may be performed by the head. If an individual employee is engaged in office work, an employment contract is drawn up with him. On its basis, an order is prepared. If the duties are assigned to one of the previously hired employees, an additional agreement and order are drawn up.
Drawing up internal acts	They are signed by the director and stored in a special folder along with orders. Local documents include the papers listed above (section "Regulatory acts").
Documenting the reception of staff	For each employee, a folder should be created for filing all papers related to his data and labor activity(employment agreement, order of admission, personal card).
Filling out work books	Records of admission, transfers, incentives, etc. are entered into these documents of employees. The employer is obliged to start a new book for an employee who has never worked before. Labor and a journal of their registration are in the stationery departments. These papers must be kept in a safe.

This instruction is also suitable for dummies who do not have experience in this matter.

How is accounting

To keep records, you need to properly organize the document flow.

To do this, do the following:

develop an internal regulatory framework;
prepare a staffing table for each state unit;
make a regular arrangement;
prepare labor agreements;
develop forms for personnel;
issue T-2 cards;
approve application forms for employees;
prepare internal orders.

All personnel actions must be confirmed. Their list is fixed in the regulations.

Additional points

Personnel accounting from scratch begins with the reception of personnel. It is important to properly apply for job applicants, prepare the necessary documentation.

Staffing and holidays

One of the mandatory standard documents that must exist at the enterprise is the staffing table (form T-3).

list of structural divisions and positions;
the number of staff units for each position;
salaries, bonuses for positions;
organization payroll.

Subdivisions are indicated in the document in order of their importance for the work of the organization. Within them, the positions of employees should also be given in order of importance. Job titles in labor agreements and staff lists must match.

The staffing is a form of a schedule with the full names of employees entered in accordance with their positions.

The vacation schedule (f. T-7) reflects information about the time of granting annual holidays to all employees. Compiled for a year. It is approved by the director in agreement with the trade union body. The document must be issued at least 2 weeks before the new year. The data entered into it is binding on both employees and employers. The exception is beneficiaries.

The schedule includes the following details:

department name;
Job title;
Full name and personnel number of the worker;
number of vacation days;
dates of departure on vacation according to plan and fact;
grounds for postponement of vacation, estimated date.

2 weeks before the vacation, the employee is informed about this. An order is issued, with which the employee is familiarized against signature. In November, you can prepare an order for all heads of departments, obliging them to submit vacation schedules to the accounting department by December 1. This will facilitate the preparation of the overall schedule.

Registration of employees

The full-fledged work of the organization begins with the recruitment of employees. Filling vacancies is accompanied by paperwork.

Responsibilities of the HR Officer when hiring employees are as follows:

registration in a special journal of an application from the applicant;
familiarization of the beginner with the current instructions and local acts;
execution of an employment agreement and control of its signing by the parties;
issuing a copy of the contract to the employee and putting a note about it on the letterhead of the organization;
execution and registration of the order in the ledger;
filling out a personal card, filing documents in the case (statements, copies of personal papers, orders, contracts);
transfer of documents to the payer for payroll to the employee.

When building a personnel records management system, it should initially be decided which documents must be drawn up, and which ones are needed for a specific area of activity.

Required papers include:

orders for personnel (for reception, transfer, etc.);
personnel orders (for holidays, bonuses, business trips, etc.);
T-2 cards;
labor;
agreements;

Other required papers include the following:

staffing;
position on OT;
travel log;
inner order rules;
others.

Job descriptions and the Collective Agreement are not required, but almost every employer has these documents.

After establishing a list of mandatory documentation, you should study the statutory papers. On their basis, other documents need to be developed. Their list depends on the nature of the activities of the legal entity and the characteristics of working conditions. For example, if it is necessary to provide employees with uniforms and PPE, it is necessary to prepare an order on the procedure and terms for issuing them, which employees need them.

Compensation and benefits for work in special conditions: in hazardous industries, irregular, night, etc. Further, they draw up the Regulations on personnel records management. It reflects the list of papers necessary for the work of the organization, the procedure for their execution and storage.

The legislation does not oblige to develop such a Regulation, however, it will greatly facilitate the work of personnel officers. A director is first hired to work in a new organization, then he recruits the rest of the staff.

The composition and number of required posts reflects the staffing table. The rules of procedure reflect all work schedules, requirements for employees, etc. A standard labor agreement is developed on the basis of the norms of the Labor Code of the Russian Federation.

Before using accounting journals, they should be prepared: numbered sheets, stitched, sealed. A piece of paper is glued onto the last sheet of the firmware. The number of pages is indicated on it, the director or responsible executor signs, and a seal is put. On the first page of the journal write the name of the organization and the start date of its maintenance.

One of the most important documents of personnel records is a work book. For their maintenance, an order appoints a responsible person who fills them out and is responsible for their safety.

Frequently asked Questions

The organization of personnel records has certain subtleties and nuances:

Recovery order	The procedure is not reflected in the legislation. It usually consists of the following steps: Study of current regulations. Determination of the list of required documents. Drawing up a plan for the future work of the organization. Identification of persons responsible for documents. Formation of staffing. Checking the correctness of the reception of employees, movements, personnel changes, layoffs. Determination of the legality of the labor regime at the enterprise.
Features of individual entrepreneurs with employees	The entrepreneur hires staff according to the standard scenario. The contract is concluded in several stages: Obtaining the necessary papers. Making an application. Drawing up and signing an agreement. Formation of an order for admission. Establishment of a T-2 card. Making an entry in the labor. The employment of citizens who speak English has its own characteristics.
Small business management	In these organizations, personnel issues can be dealt with by the head himself or by a special department. An employer can outsource personnel accounting. All issues will be resolved by a third-party specialized organization. Difficulties with document flow arise if the organization is large, has structural units and a large amount of documentation. In this case, the responsibility for the transfer of papers may be assigned to the courier. At the same time, representatives of the executing organization often do not visit the customer's office, i.e., the work is done completely remotely.
Simplification of accounting in micro-enterprises	All working conditions are fixed in an agreement with the employee. In 2019, the heads of these companies and individual entrepreneurs have the right to refuse to draw up local regulations. Within 4 months from the date of loss of the status of a micro-enterprise, the management is obliged to issue a "traditional" personnel documentation.

Form of study: full-time or remotely

This course will teach you how to competently draw up labor relations from hiring to dismissal. You will learn the requirements for the preparation of personnel documents and the organization of documentation storage.

Training is built on practical examples and specific situations. You will complete a workshop on each topic on specially prepared student worksheets. The acquired knowledge and skills will allow you to start practical personnel work after completing the course.

Course objective: training students in specific practical skills of personnel work, paperwork, resolution of contentious labor issues.

Contract for the provision of paid educational services:

Requisites for payment of tuition:

Course program

Personnel service of the enterprise. Regulatory documents

Functions and structure of the personnel service.
Documents regulating the activities of the personnel service.
Staffing: development, approval.
Documents required for the organization.
Sample orders required when checking the GTI

Employment: registration, conclusion of an employment contract. Personnel accounting

Employment contract: content, term
Labor and civil law contracts: criteria for distinction.
Prohibition of "borrowed" labor. Leasing staff to another employer. Features of registration of labor relations.
Micro-acceptance: differences, legal requirement.
Applying for a job: mandatory and additional conditions
Probationary period: features of the establishment and their legitimacy
Employment of foreign workers
Features of registration of labor relations with former civil servants
Features of registration of labor relations with the head of the organization
Employment order: grounds, procedure for registration.
Features of registration of fixed-term employment contracts
Cancellation of the employment contract. The algorithm of actions of the employer in case of cancellation of the employment contract
Personnel accounting: employee's personal card and instructions for filling it out.
Electronic employment contract
Typical mistakes made when registering labor relations.
Responsibility of the employer for violation of labor legislation
Workshop

Transfer to another job

Types and procedure for the transfer of an employee.
The algorithm of the employer's actions during transfers and changes mandatory conditions employment contract
Movement: bases.
Actions of the employer when moving workers
Typical mistakes made by the employer during transfers and relocations
Workshop

Organizational culture of the company. Personnel certification.

The concept of organizational culture
Internal labor regulations, job description: development and approval.
Legislative requirements for the design of the internal labor regulations.
Certification of the organization's personnel: goals, objectives of certification
The procedure for conducting and issuing certification of personnel.
Workshop

Vacations. Types of vacations, the procedure for granting, registration. Business trips.

Vacation schedule: procedure for development, execution, approval
Typical mistakes made by the employer when scheduling vacations
Types of holidays: the procedure for granting, registration
Postponement of vacation, recall from vacation. Documentation. The algorithm of the employer's action when recalling an employee from vacation, when rescheduling holidays.
Leave for pregnancy and childbirth, for child care: the procedure for granting, registration.
Part-time work while the employee is on parental leave
Command procedure. Documentation.
Registration and payment of one-day business trips
Legislative requirements for the preparation of documents for business trips
Cases of extension of business trips and rules for their registration
Typical mistakes made when applying for vacations
Responsibility of the employer for violation of labor legislation when taking vacations
Workshop

Termination (termination) of an employment contract with an employee (dismissal).

Termination of an employment contract: general grounds
Termination of the employment contract at the initiative of the employer
Termination of the employment contract at the initiative of the employee
Features of dismissal individual categories workers
The procedure for processing the termination of an employment contract
Workshop

Maintenance and storage of work books, personal files. Organization of the current storage of personnel documentation.

Requirements for the procedure for maintaining and storing work books.
Employment book: registration of the title page, making entries on admission, transfer, dismissal.
Duplicate work book. Insert in the work book. Grounds for issuance, procedure for registration.
The book of accounting for the movement of work books and inserts in them.
The book of accounting for forms of work books and inserts in work books.
Formation, management of personal files.
Nomenclature of affairs of the personnel service.
Workshop

Organization of military registration at the enterprise

How to keep military records when applying for a job
Development of a work plan for maintaining VUS and booking
Guidelines for maintaining military records
Responsibility of the employer for violations of the VUS

Preparation of personnel documentation for verification of GIT

What documents does the GTI check?
How to appeal the results of the check
The procedure for conducting scheduled inspections

Protection of personal data of employees

The concept of personal data
Documents containing personal data
The right of employees to protect their personal data
Obtaining personal data of an employee from third parties. Consent of the employee to the provision of such data by third parties.
Documents establishing the procedure for processing personal data
Processing of personal data of employees
Storage and use of personal data of employees
Regulation on the protection of personal data
Terms of storage of personal data
Responsibility of the employer and employees for violation of the rules governing the protection of personal data

Special assessment of working conditions at workplaces

Definition of a special assessment of labor
The algorithm of the employer's actions during a special assessment of the working conditions of workplaces
Determining the hazard class in the workplace
The procedure for transferring information on the results of a special assessment of working conditions at workplaces
Measures of responsibility of the employer for violations of labor protection requirements

Training takes place at a convenient time for you in comfortable classrooms. Everyone is given the opportunity to attend a trial lesson free of charge before concluding a training contract.

At the end of the course You will receive a standardized certificate.

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