Document flow from scratch step-by-step instructions. HR administration from scratch - step by step instructions. Stages of organizing HR administration from scratch
The changes in HR administration in 2016 and those that will take effect in a few days are quite significant. These are new rules for hiring individual employees, and simplified personnel records for micro-enterprises, and changes in the rules for assessing the level of qualifications of employees. Let's look at the main innovations that every HR officer needs to know about.
1 Simplified HR records in micro-enterprises
Starting next year, thanks to the Federal Law of 03.07.2016 No. 348-FZ, personnel records for micro-enterprises will be simplified. The management of such companies may fully or partially refuse to approve local regulations containing norms labor law... We are talking, in particular, about the rules of the internal work schedule, provisions on wages and bonuses, shift schedule and other personnel local regulations.At the same time, all the conditions regulated by the above documents, entrepreneurs will have to include directly in labor contract, the standard form of which was approved by the government decree of August 27, 2016 No. 858. Employees of micro-enterprises have retained their work books, therefore, nothing will change for the persons responsible for their registration and maintenance next year.
Only companies with micro-enterprise status can forget about local regulations. It can be both legal and individual, which has no more than 15 employees, and the income for the past calendar year does not exceed 120 million rubles. If individual entrepreneur or the company loses the status of a micro-business entity, within four months he / she will have to issue all the "traditional" personnel documents.
2 Independent qualification assessment
From January 1, 2017, the rules regarding the independent assessment of qualifications will come into force. It's kind of a test vocational training employees for compliance with established standards and qualification requirements... Personnel employees should remember that Federal Law No. 239-FZ of July 3, 2016 obliges the employer to provide the employee sent to the qualification assessment exam with all guarantees established by labor legislation, collective agreement, agreements and other local regulations. That is, such an employee retains a place of work and average salary, he is also reimbursed for travel expenses.Since passing an independent assessment of qualifications is a paid business, the legislator has provided for the possibility of compensating for the costs incurred. If an employee pays for the trip and the cost of the exam on his own, then he is entitled to a personal income tax deduction for the amount of expenses incurred, but not more than 120 thousand rubles. If the employer paid for the qualification assessment, he is allowed to attribute all costs associated with testing to other costs associated with the production and sale of goods (works, services).
Note that the qualification examination will not be mandatory next year. At the same time, officials do not hide the fact that they are planning to develop a list of positions for which only persons with appropriate test certificates can apply.
3 Additional help for employment
Starting next year, the list of documents required to conclude an employment contract is expanding. Following the requirements of Part 1 of Article 65 of the Labor Code of the Russian Federation, personnel officers are now requesting from persons applying for work an identity document, a work book (if any), SNILS, military registration documents, data on education. In certain cases, a criminal record and other documents established by federal law are required. From January 1, 2017, in accordance with Federal law dated July 13, 2015 N 230-FZ, list additional documents supplemented by a certificate stating whether the person was subjected to administrative punishment for the consumption of narcotic drugs or psychotropic substances without a doctor's prescription or new potentially dangerous psychoactive substances. Such paper will be needed when applying for a job related to activities that are not permitted for persons subject to administrative punishment for drug use.
4 Allowable share of foreign workers
Personnel officers should also be aware of the allowable share of foreign workers established for the next year. The relevant Decree of the Government of the Russian Federation of December 8, 2016 N 1315 states that it is allowed to attract up to half of foreigners from the total workers. This limitation does not apply to Krasnodar, Stavropol and Khabarovsk Territory, Astrakhan, Volgograd, Voronezh, Lipetsk, Moscow, Rostov and Saratov regions.
In the field of sports, it is allowed to attract up to 25% of foreign workers, and in a retail company in specialized stores alcoholic beverages and tobacco products, foreigners must be no more than 15% of the total number of employees.
As in 2016, foreign workers are not allowed to work in pharmaceuticals, as well as to retail in non-stationary shopping facilities, in markets and other retail trade outside shops, stalls, markets.
At the same time, the permissible share of foreign workers in the field of land passenger transport... Specialized companies employing immigrants from other countries should ensure that their number does not exceed 30% of the total number of employees, that is, 10% less than in 2016. 35 to 30 percent.
Let us also recall that from June 1, 2017, a ban on the admission of drivers with foreign rights will come into effect. Organizations that have employees with driver's licenses issued in other states should take care in advance so that, starting next summer, they do not violate the law.
5 Increase in minimum wages and regional minimums
The minimum wage, as you know, is used to pay and calculate benefits for temporary incapacity for work, for pregnancy and childbirth, as well as for other mandatory purposes social insurance... Since July 1, 2016, the government has increased this figure to 7,500 thousand rubles. In addition, Federal Law No. 460-FZ of December 19, 2016 approved a parameter that will be in effect from July 1, 2017. It will amount to 7800 rubles.
At the same time, one should take into account the increase in the minimum wages in a particular region. If the salary at the enterprise is lower than the one established for the subject, an increase must be made. Otherwise, according to the rules introduced by Federal Law No. 272-FZ of 03.07.2016, the company faces heavy fines, and its officials face monetary sanctions and even disqualification for up to 3 years.
6 New deadlines for filing claims in labor disputes
Federal Law No. 272-FZ also increased the time limits for going to court in connection with non-payment or incomplete payment of wages and other payments due to an employee. From October 3, 2016, the “offended” employee has the right to go to court within one year from the date of the due date for the payment of the specified amounts. Previously, a complaint to the court could only be filed within three months, which allowed unscrupulous employers to avoid full settlement with their subordinates, especially if they were fired.
Recall that the reason for filing a claim may be low wages compared to the regional minimum, violation of the terms of its payment, refusal to pay compensation in the amount of 1/150 of the key rate of the Bank of Russia for the delay of funds owed.
7 Electronic sick leave
Officials insist that next year appear the new kind documents confirming temporary disability of citizens - electronic sick leave. The corresponding bill has already been approved in the first reading by the deputies and after new year holidays the document can be accepted in final form.
This does not mean that the authorities will abandon the traditional paper hospital information system and enjoy electronic signature... However, since the introduction of a new type of sick leave, HR and accountants should have much less work. Electronic document much more difficult to fake, it can always be verified. Besides, new system will simplify interaction with the Social Insurance Fund, which, even after the transfer of rights to administer insurance premiums, will continue to monitor the correctness of the calculation of social benefits.
8 Professional profile "Personnel and accounting" in Consultant Plus
In the fall of 2016, the developer of the Consultant Plus program released an update, with which all personnel workers were able to customize the program "for themselves" with one click. The novelty was named "professional profile for accounting and personnel". Its task is to simplify the work of specialists and optimize the time spent searching for materials on the necessary topics. ...
What changes, approved by the authorities this year, seem significant to you? Be sure to share with us and your colleagues in the comments to this material so that we can tell you about it in detail.
Work with personnel is the lot of any employer who has hired personnel to perform the necessary labor functions... According to current legislation the management must keep strict records of personnel, which is associated with the design and maintenance of various documentation.
Companies, enterprises and organizations that have been present on the market for a long time have a well-functioning office work. But new legal entities that have recently passed registration have to deal with personnel papers from scratch, which always causes certain difficulties.
Obviously, a qualified person should be involved in maintaining the documentation.
Usually this is a person who received a position as a part-time worker - 
Chief Accountant or the manager's secretary. But in large enterprises, issues in this area are resolved by a whole personnel department, since it is required to process large volumes of documentation, and then monitor its correct maintenance.
The number of required specialists is determined by the management, taking into account not only the number of personnel, but also the specifics of the production or commercial activities given legal entity.
For example, at enterprises with labor activities, there is much more paperwork for personnel officers than in a regular office with comfortable working conditions.
When organizing office work, it should be borne in mind that this is a step-by-step process that does not tolerate mistakes at each of the stages.
Steps and walkthroughs
The work of the HR department and the activities of the legal entity as a whole is determined by the legislative and regulatory framework. Therefore, the management needs to decide which documents will be required at the first stage.
There is a list of mandatory ones present in any organization and enterprise, as well as specific documentation required for the operation of individual enterprises, companies and organizations.
Such documents are called normative and are stored in the personnel department in a folder or safe box specially designated for this.
Mandatory documents
There is a list of mandatory documents that are required by the employer already at the first stages of the activity of a legal entity. It: 
- Different kinds or basic administrative documents. Through orders, the admission or dismissal of employees is formalized, their movement is carried out within the same enterprise or organization. These documents are related to employees and for this reason are retained for 75 years.
- Also, orders related to personnel include the registration of vacation periods, decrees, periods for caring for children, assignments on business trips, the appointment of bonuses and other incentives, issuance, and so on. These orders are kept in the archives for a little less - an average of three to five years.
- It is recommended to create two folders. One of them will collect orders for the admission and dismissal, as well as the movement of employees. And in the second, all other orders related to the working personnel.
- The next type of important documents are personal cards of employees, drawn up on the T-2 form. This type of documents includes all the basic information on each of the employees. You can store cards in a separate folder or together with personal files (as an attachment to personal files).
- Another mandatory document is one that is entered by the employer for each employee, and then drawn up and maintained in accordance with the requirements of the Government of the Russian Federation, reflected in a special decree under number 225.
- Books are drawn up within three days from the moment a new employee is hired for a vacant place. This document is not handed over to the employee until last day work on dismissal. Since the books are related to documents subject to strict accounting, a separate accounting book () is created for them. In such a journal, the movement of labor and inserts to them is recorded. The storage period for books and an accounting journal is 75 years.
- Another important document is one, concluded between the employee and the employer, and testifying to the beginning of labor activity. Depending on the type of document (or), the storage period varies. Urgent document is stored for at least five years, and the indefinite remains in the archive for 75 years.
Also, for a young legal entity, it is necessary to assess workplaces for working conditions and their compliance with basic standards.
Documents related to this area, as a rule, are updated once every five years.
But the list of basic documents is not limited to this list! Additionally you will need: 
- Make up staffing table taking into account the norms for all categories of workers (for example, part-time workers, pregnant employees, disabled people).
- Approve a document reflecting the procedure for remuneration. This includes, for example, a fixed amount for combined workers.
- Maintain a journal for accounting of workers sent on business trips, and a separate one.
- Develop and adopt rules internal regulations... For example, establish disciplinary punishment for absenteeism and tardiness.
Optional, but still necessary documents include: collective agreements, grounds for issuing orders (separate book), various instructions for personnel and individual positions.
It is important to take into account all the nuances of commercial and production activities! For example, in hazardous production, it is necessary to reflect in local documents the procedure and norms for the issuance of products, as well as the payment of additional ones. And if required special clothing, the timing of its issuance to employees is recorded in a separate order or otherwise administrative document.
If the functioning of the accounting department or other departments requires software, a list of required programs is determined.
When the entire list of documents has been established, it is necessary to display the order of their maintenance in a special Regulation on record keeping. This is also an optional document, however, its presence will greatly facilitate the task for employees of the HR department - they will know what exactly and when they are required by management.
Head design
A new legal entity requires an official manager. Usually the employer hires general director... This employee is entrusted with the reception of working personnel for vacancies and the conclusion of contracts with people.
If the director is at the same time sole founder, a separate contract is still concluded with him (the founder hires himself). The same rule applies to entrepreneurs - they sign an agreement both on behalf of themselves and on behalf of the hired manager.
After the conclusion of the contract, it is published without fail - this is a mandatory procedure for hiring a director.
Normative acts
After hiring a director, the number of positions (jobs) is determined, 
necessary for the normal functioning of an enterprise, company or organization. Based on the obtained figures and taking into account production cycle, as well as other features of the activity of a legal entity, a staffing table is being developed.
To draw up this document, it is customary to use a standardized form, although this is an optional requirement and, at the request of the employer, additional columns can be added to the document.
All positions are listed in the document, starting with the main (from the director) and ending with the staff units related to the support staff. For each required position, it is recorded required amount units of the state, their salary and allowances.
Then a work schedule is created that includes all staff.
If it is supposed to be divided into shifts, the schedule for each of them is prescribed in detail and in full.
This document also briefly outlines the basic requirements for outward appearance employees, their behavior, adherence to the schedule, and so on.
At the next stage, the development is carried out, concluded when a new employee is hired for an empty seat. The document must take into account all the basic requirements of labor legislation, as well as the provisions of local documents. Usually, the employer's lawyers or hired specialists are involved in the development of this document.
The document includes the following main points (additional ones can be added if they do not contradict the TC): 
- The name of the legal entity, its address, telephone number, surname, name and patronymic of the authorized representative, and its position (usually a director).
- The passport data of the employee being hired. They have a separate item in the header of the document.
- The position of the employee, the type of his contract (fixed-term or indefinite), an indication of the type of workplace (main or additional).
- A detailed list of the main job functions and responsibilities. It is not necessary to give a complete list! It is enough to refer to the instruction approved for a specific position.
- Information on payment for labor activity, the calculation of additional compensations and benefits, the procedure for granting vacation periods.
- Information on the work schedule, surcharges for overtime work.
- The list of grounds for the termination of the document and other Additional information.
- The signatures of both parties, their requisites, the wet seal of the legal entity.
Accounting documents
For accounting of documentation, special books (magazines) and folders are created. Each of the magazines is stitched with obligatory pagination. For firmware with back side magazine, a square of white paper is pasted on which the authorized person puts his signature and the date of the check (manager or other executive).
The full name of the legal entity and the start date of this accounting document are indicated on the cover of the magazine (book).
Labor books
For a separate order, a responsible employee is appointed who will fill out and store the books of all employees.
Since these are documents of strict accountability, their movement is controlled through a separate accounting journal. And storage is carried out in a separate safe with the obligatory locking of this storage with a lock.
The person designated for management oversees the timely and correct filling books, and, if necessary, makes the necessary amendments to the documents, certifying them with his own signature. The same employee controls (the dismissed employee must subscribe to the register, confirming the receipt of employment).
Registration of workers
The full functioning of a legal entity begins with. Hiring employees for vacancies is accompanied by documentary registration and this is not only the issuance of an order or the signing of an agreement.
Employees of the HR department are required to accept and prepare a number of documents: 
- Receive an application from the applicant for a consolidated workplace and assign a registration number to the document (reflect it in a special accounting journal).
- To acquaint the newbie with all instructions and local documents. For example, such documents include a collective agreement, and in some cases a document on full liability imposed on the entire team.
- Draw up a contract and hand it over to the manager for signing, and then to the employee.
- In this case, a note is made on the main copy that the second copy of this document has been handed over to the employee.
- Draw up an order, register it in the accounting book and submit it to the head for signing.
- On the basis of the signed order, issue a personal card and employee file.
- A personal file is formed from several documents (application, copies of the employee's personal documents, documents on the received education and existing qualifications, contract, order).
- Transfer the necessary documents to the accounting department for the timely accrual of wages to the employee.
At this stage, the documentation of each individual employee can be considered complete, and the enterprise, company or organization is ready for the main activity.
For documenting all personnel operations in the organization require certain knowledge and skills.
The paperwork at the enterprise is regulated by an instruction independently developed and approved by the director. It is an internal normative act and is mandatory for all employees of an economic entity. The personnel department develops and monitors its implementation.
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Legislation requires the preparation of many documents securing all parties labor relations employee with the employer.
Experienced and novice personnel officers should improve their qualifications. To help them, websites have been created on which theoretical courses are presented. HR administration.
Personnel papers reflect the activities of personnel, confirm the seniority of employees, which plays a primary role in calculating pensions. The management is responsible for the documentary fund of the enterprise.
The main details in the control on paper
Competent organization personnel records requires knowledge of the regulatory framework, tracking its changes, orientation in the forms of the documents used.
For what purpose is it carried out
The procedure for maintaining personnel records is regulated by law. On large enterprises with a large staff, as a rule, personnel service... Its employees draw up the relevant documents in accordance with the requirements of the regulatory framework of the Russian Federation.
Papers can be in a unified form or developed at the enterprise and approved in local acts.
HR administration is an activity aimed at the development and maintenance of documents related to accounting for personnel, working hours, and payroll calculations.
HR issues include the following positions:
- registration of employment;
- internal movement of workers;
- dismissal;
- regulation of relations between the manager and employees;
- organization of the labor process;
- others.
The correct organization of personnel records contributes to the solution of a number of problems.
Its main goals are presented in the table:
| Direction of personnel work | Tasks performed |
| Accounting and control | reception, accounting, dismissal of personnel. |
| Planning and regulatory | selection, relocation, adaptation of workers. |
| Reporting and analytical |
|
| Coordination and information |
|
| Organizational and methodological |
|
| Documentary |
|
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 basis for HR administration is contained in the Labor Code of the Russian Federation.
This activity is regulated by a number of normative legal acts:
- Instructions for filling out and using primary documents on accounting and remuneration (Resolution of Goskomstat No. 1 dated 01/05/04);
- unified documents and requirements for their preparation (Resolution of Gosstandart No. 65-st of 03.03.03);
- Typical filing instructions for federal bodies executive power (order of the Ministry of Culture of the Russian Federation No. 536 of 08.11.05);
- Rules for the operation of archives (decision of the Rosarkhiv Collegium dated 06.02.02);
- Office work rules for federal executive authorities (Resolution of the Government of the Russian Federation No. 477 of 15.06.09);
- The law on information, its protection and information technology No. 149-ФЗ dated 27.07.06;
- 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 Archival File No. 125-FZ dated 22..10.04;
- The law on trade secrets No. 98-FZ dated July 29, 2004;
- Order on work books No. 117n dated 12.22.03;
- Resolution on the adoption of instructions for filling in labor No. 69 dated 10.10.03;
- Ordinance on work books No. 225 dated 04.16.03;
- instructions of the General Staff of the Armed Forces of the Russian Federation.
Mandatory documents
The Labor Code of the Russian Federation obliges organizations to have their own legislative framework, including a number of mandatory local normative documents.
These include:
| The charter | The main constituent document. It spelled out legal form enterprises, founders, field of activity, the procedure for the admission and dismissal of the head, his powers. Many internal regulations companies are formed on the basis of the provisions of the Articles of Association. |
| Labor Regulations (hereinafter - the Rules) |
|
| Personal data protection instruction |
|
| Occupational safety regulations | It's in the HR department. Each employee is familiarized with the document. At enterprises with more than 50 employees, the position of an occupational safety specialist must be present. |
| 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. |
| Labor rationing papers | They reflect the necessary time spent on manufacturing products (performing work) by one employee or group and establishing labor standards on their basis. |
Normative acts
After the adoption of the head, the number of positions required for the normal operation of the organization is established. Taking into account the figures obtained, the production cycle and other features of the enterprise's activities are being prepared.
For registration of the document, a uniform 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.
The document lists the positions in a 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 the appearance of employees, behavior, daily routine, etc.
Further, the form of the employment contract is being developed. In this case, the main norms of the Labor Code of the Russian Federation and the company's internal regulatory documents must be taken into account. The labor agreement is usually drawn up by the organization's lawyer or outsourced.
The document must include the following items:
- information about the legal entity: name, address, phone number, full name and position of the head;
- employee passport data;
- employee position, types of contract (permanent or fixed-term) and workplace (main or additional);
- a list of basic responsibilities with reference to the instructions for this position;
- information about wages, additional payments, benefits, provision of vacations;
- work schedule, payment for processing;
- reasons for termination of the agreement and other conditions;
- signatures and details of the parties, the seal of the enterprise.
To verify and optimize the work of HR personnel, management may conduct an internal or independent audit. This helps to reduce the risk of administrative penalties, disputes and complaints from staff.
Stages of organizing HR administration 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, employees of the department will track the latest changes in legislation and will have access to the necessary documents. A safe is needed for storing labor and important papers. |
| Head design | A director is an executive officer of any company. He signs the documentation. To give him all the powers, he is hired under a labor agreement. An appropriate order is issued, by which he appoints himself. |
| Appointment of a person responsible for HR work | In a small company, these functions can be performed by a manager. If you are engaged in office work individual worker, they draw up an employment contract with him. On its basis, an order is prepared. If responsibilities are assigned to one of the previously hired employees, draw up additional agreement and order. |
| 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 "Normative acts"). |
| Documenting staff recruitment | Each employee should have a folder for filing all papers related to his data and labor activity(labor agreement, admission order, personal card). |
| Filling out work books | Records of admission, transfers, incentives, etc. are made in these employee documents. The employer is obliged to create a new book for an employee who has never worked before. Labor and their registration log are in the stationery departments. These papers should be stored in a safe. |
This instruction is also suitable for dummies who have no experience in this matter.
How are the records kept?
To keep records, you need to properly organize the workflow.
To do this, you need to do the following:
- develop an internal regulatory framework;
- prepare a staffing table for each state unit;
- make a regular placement;
- prepare labor agreements;
- develop forms for personnel;
- issue T-2 cards;
- approve employee application forms;
- prepare internal orders.
All personnel actions must be confirmed. Their list is fixed in regulatory enactments.
Additional points
Personnel accounting starts from scratch with the recruitment of personnel. It is important to properly register the job seekers, prepare the necessary documentation.
Staffing and vacations
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, post increments;
- the organization's salary fund.
Departments are indicated in the document according to their degree of importance to the work of the organization. Within them, the positions of employees should also be given in order of importance. Job titles in employment agreements and staffing tables must match.
Staffing is a form of a schedule with the entered names of employees in accordance with the positions held.
The vacation schedule (form T-7) reflects information on the time of provision annual leave to all employees. Compiled for a year. It is approved by the director in agreement with the trade union organization. The document must be drawn up at least 2 weeks before the new year. The data entered into it is mandatory for both employees and employers. Beneficiaries are an exception.
The schedule includes the following details:
- department name;
- Job title;
- Full name and personnel number of the worker;
- number of vacation days;
- dates of leaving on vacation according to plan and fact;
- basis for the transfer of vacation, estimated date.
The employee is informed about this 2 weeks before the vacation. An order is issued, with which the employee is introduced against signature. In November, you can prepare an order for all heads of departments, obliging them to submit vacation schedules to the accounting department before December 1. This will make it easier to prepare a general schedule.
Employee decoration
The full-fledged work of an organization begins with the recruitment of employees. Filling vacancies is accompanied by paperwork.
The duties of a personnel officer when hiring employees are as follows:
- registration in a special journal of the application from the applicant;
- familiarization of the newcomer with the current instructions and local acts;
- registration of an employment agreement and control over its signing by the parties;
- issuance of a copy of the contract to the employee and affixing a mark about it on the letterhead of the organization;
- execution and registration of the order in the accounting book;
- filling out a personal card, filing documents in the case (application, copies of personal papers, order, contract);
- transfer of documents to the calculator for calculating the salary to the employee.
When building a HR administration system, you should initially decide which documents must be drawn up and which ones are needed for a specific field of activity.
The required securities include:
- orders for personnel (for admission, transfer, etc.);
- personnel orders (for vacations, bonuses, business trips, etc.);
- cards T-2;
- labor;
- agreements;
Other obligatory securities include the following:
- staffing table;
- OT position;
- business trip log;
- inner order rules;
- others.
Job descriptions and collective agreements are not required, but almost every employer has these documents.
After establishing the list of mandatory documentation, you should study the charter papers. On their basis, other documents need to be developed. Their list depends on the nature of the legal entity's activities and the characteristics of working conditions. For example, if it is necessary to provide workers with uniforms and PPE, you need to prepare an order on the procedure and timing of their issuance, which employees need them.
Compensation and benefits for work in special conditions: in hazardous industries, irregular, night, etc. Further, they draw up the Regulation on personnel records management. It reflects the list of papers necessary for the organization's work, the procedure for their registration and storage.
The legislation does not oblige to develop such a Regulation, however, it will significantly 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 posts required 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: the sheets should be numbered, stitched, sealed. A piece of paper is glued to the last sheet of the firmware. The number of pages is indicated on it, the director or responsible executive signs, the seal is put. On the first page of the journal they write the name of the organization and the date when it was started.
One of the most important documents of personnel records is the work book. For their maintenance, by order, a responsible person is appointed who fills them in and is responsible for their safety.
FAQ
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:
|
| Features of individual entrepreneurs with hired workers | The entrepreneur hires personnel according to the standard scenario. The contract is concluded in several stages:
|
| Small business management |
|
| Simplification of microenterprise accounting | 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 microenterprise status, the management is obliged to draw up "traditional" HR documentation. |
Studying HR administration from scratch, step by step instructions 2019 will help you navigate where to start. What GOSTs to adhere to, what to do for the personnel officer - read the article.
Learn from the article:
How to organize HR administration from scratch: choosing a responsible person
HR administration is carried out in any organization in which hired labor is used. At a newly created enterprise, the documents are most often dealt with by the manager. As the firm develops, responsibilities are assigned to a personnel officer or structural subdivision.
To simplify work with documents, draw up instructions for personnel records management. Write down the rules for filling out personnel documents in accordance with the new GOST. The editorial board of the journal "Personnel business" has disassembled for you,. Transfer these rules into your instructions, and you will never make mistakes in paperwork.
Reference: on initial stage when a company is just starting its existence, and its staff has no employees or there are few of them, there is no need to create a department or structural unit. One person can handle the organization of HR administration.
When hiring an employee, choose people who have work experience. Only they can organize HR administration from scratch without resorting to the help of outside experts. When staffing new recruits, attach to more experienced mentors.
High qualifications, experience affect the efficiency of a specialist's work, the number of errors. But since the laws are periodically reviewed, significant amendments are made to them, send personnel officers, regardless of their experience,. If the employee cannot be replaced for a while, choose distance learning.
Organizing HR administration from scratch, step-by-step instructions will help you navigate how to prepare orders and job descriptions, local acts of the company. Stick to basic rules.
Algorithm for organizing HR administration from scratch
Use approved standards to organize from scratch.
To understand the peculiarities of accounting and personnel workflow in an organization, you need to undergo training. Distance courses are suitable for both experienced and novice personnel officers.
HR administration from scratch: instruction
Note! offers to go through accelerated distance courses, including the basics of personnel records management. Upon their completion, an official certificate confirming qualifications is issued. The information obtained during the training allows you to systematize knowledge, learn about all changes in the regulatory framework, and avoid mistakes in subsequent work.
After studying the basic information, regulate HR administration from scratch, step by step instructions. Since there is no single step-by-step plan for the work of a personnel officer, make up an individual algorithm of actions. Keep in mind that he should not contradict the points with which the employee was introduced during employment.
Practical case
How to issue an Instruction on HR administration?
The legislation does not establish the obligation of the employer to draw up instructions if we start personnel records management from scratch. However, in practice, organizations and departments use it in their activities. The legislation does not provide for a standard instruction on personnel records management, therefore the company can draw up it in any form (part 1 of article 8 of the Labor Code of the Russian Federation). When preparing a document, you can take typical instructions as a basis. The names and number of thematic sections of the document depend on what procedures are carried out by the personnel service. Usually, each section is devoted to a separate procedure, which is regulated by labor legislation ...
Step # 1. Creation of a regulatory framework
Determine what regulations are in demand in the work. Rely on the field of activity, working conditions, and other factors. Most often, personnel officers use the following documents:
- Labor Code- contains the main points on the regulation of the working time of employees (chap. 15-16, 22). It indicates the duration, the frequency of vacations (Ch. 19), the features of payroll (Ch. 21). In addition, the rights and obligations of the parties to labor relations are described.
- Resolution of the State Statistics Committee of 01/04/2001 under No. 1 - it presents unified forms of primary documents required in personnel records. Their use is optional. But the forms take into account the columns and details that facilitate the development of individual templates.
- Government decree of 04/16/2003 under No. 225, which helps in working with work books.
- A manual for maintaining military records, approved by the General Staff of the Armed Forces of the Russian Federation on 04/11/2008. Recommendations allow you to get used to maintaining military records of employees.
- Rosstandart order of 10/17/2013 under No. 1185-st, Gosstandart resolution of 03/03/2003 under No. 65-st, order of the Ministry of Culture dated August 25, 2010 under No. 558 and resolution of 06/15/2009 under No. 477. They reflect Office standards that make day-to-day work easier.
Provide an employee who is trained from scratch with access to these and other regulations. Explain to the HR officer that he is responsible for monitoring changes, updates and new laws. Don't forget to supplement your knowledge yourself.
Note! Manual monitoring of legislation is difficult. It takes a lot of time and effort. To make things easier, subscribe to information portals. Electronic journal"" And "" are constantly updated with informative articles, instructions, files and download forms and much more.
Step # 2. Drawing up personnel documents involved in office work
Prepare the documents or instruct the HR officer to do it. It is necessary to draw up internal labor regulations, a vacation schedule and other acts regulating the work of the organization and the activities of employees.
The number of mandatory documents that start up as staffing includes the following documents
- labor contracts;
- book of accounting for the movement of labor, which provide employees;
- book of accounting of forms of work books and inserts in them;
- ;
- personal cards of employees;
- orders and documents-grounds for their publication;
- job descriptions.
In some cases, preparation is required collective agreement, provisions on bonuses, trade secrets, certification and other acts. Review documents in a timely manner, make corrections, and correct any identified shortcomings. Write it down.
Editorial advice:, observing all conditions. This will avoid fines. Keep in mind that even unintentional damage to papers leads to problems during checks.
Step # 3. Approval of documents, their forms
If there are comments on the content or form of documents, the personnel officer removes them from the blanks and reconciles them with the manager. After that, documents affecting personnel and accounting are reflected in the accounting policy of the organization.
If you organize personnel records management, it will help to avoid mistakes that entail the imposition of fines. Without taking courses, it is difficult to understand the basics and laws. Do not forget to send the company's personnel officers for advanced training. Provide them with magazines on time that talk about changes in labor laws.
Office work today is one of the important components of personnel records. If possible, you will need to familiarize yourself with such.
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This process has its own subtleties and some specifics. Organization of personnel records management is one of the main stages in the beginning of an enterprise's activities.
It is required to carry out a fairly extensive list of various features, nuances reflected in the legislative documentation.
Moreover, in the absence of proper experience, it will be quite problematic to independently organize the workflow.
Therefore, if possible, it is worth using the services of a qualified personnel worker. Thus, it will be possible to solve many problems even before they arise.
Main aspects
Often a situation arises when it will be necessary to organize personnel records and directly office work directly from scratch.
In this case, you need to decide in advance where to start such a process. It is important to note that the registration and recruitment of personnel records is not limited.
There are many additional factors, points - which will need to be dealt with in advance.
The HR administration process should be carried out regardless of the staff.
Even if there is only only an individual entrepreneur with one salaried workers- such production must be carried out.
But at the same time, careful control by special government bodies usually carried out only for large companies... The staff of which is more than 250 people.
What you need to know
Document flow refers to the process of organizing the execution of documents related to personnel activities.
First of all, this concerns the preparation, as well as filling out work books, registration of employment contracts.
There are many different subtleties, nuances associated with the reflection of relevant information in documents. All standards are indicated precisely in legislative documents.
The office work process itself is divided into 3 main stages, which include the following:
Moreover, it is important to note that the process of storing documents itself is necessarily carried out in a standard way.
At the same time, there are some terms during which documents must be kept.
They often last for several decades. In the future, after the expiration of the storage period, such documents must be properly destroyed.
For what purpose is it carried out
Managing personnel records management allows you to simultaneously solve a fairly wide range of very different tasks.
Moreover, those may differ slightly depending on the type of activity of the enterprise. But at the same time, it is again possible to single out a number of standard ones, which take place in almost all cases, without exception.
These include primarily:
| Drafting and subsequent editing of the prepared documents | It is obligatory to take into account all legislative norms. |
| Keeping records | During which employees performed their duties under the employment contract |
| Accounting of a personalized nature is carried out | In accordance with applicable law |
| Registration of labor agreements | In accordance with certain norms |
| Selection of employees with certain personal qualities | Analysis of questionnaires already hired |
| Drafting | All employees of the enterprise |
| Maintaining military records | — |
Today, accounting of this kind allows you to simultaneously solve an extensive list of various tasks.
It is important to note that the office work must necessarily be carried out within the framework of legislative norms.
Otherwise, the likelihood of difficulties with the labor inspection is high. Arbitrage practice on this matter is quite extensive.
But at the same time it is extremely ambiguous. Therefore, if possible, you should not make mistakes. Since the magnitude of the possible penalty is large enough.
Applicable standards
The organization of office work can only be carried out within the framework of legislative documents. At the same time, there is a fairly extensive list of NAPs, the provisions of which must be observed.
Failure to do so can lead to problematic situations. It is not allowed to make mistakes when filling out the documentation of the type in question.
Since this can lead to quite serious troubles. The main document, within the framework of which not only office work should be carried out, but in general, interaction with employees should be carried out, is the Labor Code of the Russian Federation.
Such a document determines the mode of recruitment, as well as all the rights and obligations of both the employee and his employer.
This NAP is being established. It is also important to note that legislative reforms are carried out annually.
Therefore, it is necessary to use the actual sources of information for consultation. It is also important not to avoid familiarizing yourself with other regulatory documents that also determine this moment.
It is no less important. He covers the issue of citizens' employment Russian Federation on the territory of the country.
The very mode of storage of documentation, its execution is determined by a special law. This is.
Such a document determines the mode of storage of documents, their execution, as well as many other nuances. It is important to familiarize yourself with all the specifics of office work even before starting to do so.
This will avoid many difficulties and difficulties. Moreover, it is important not only for the head who keeps records to get acquainted with all the NAPs.
It is also important for an employee who is recruiting for work to carefully consider all NAPs.
This will allow independently, without any outside help, to monitor the observance of their rights.
If any obvious violation is found, then it will be necessary to contact the labor inspectorate to resolve this situation.
If the violation is not obvious and an investigation is necessary, then it will be necessary.
But if possible, it will be necessary to try to resolve the situation precisely by peaceful means. Since the litigation takes a lot of time.
The process of organizing HR administration itself is not complicated, but it requires knowledge of standards and legislation.
Otherwise, making various kinds of mistakes will be simply inevitable. In the absence of such experience, it is worth undergoing training in HR administration from scratch.
How to set up HR administration from scratch
In general, the process of HR administration can be mastered quite independently. But to carry out such a procedure, you need to carefully read the legislation.
Moreover, there are some subtleties, specific points are not clearly indicated in the NAP. That is why it will be necessary to get expert advice.
But it often happens that, for various reasons, it is not possible to hire a staff member. In such a situation, you will have to independently deal with the issue of personnel records.
The main points that need to be worked out in advance include the following:
- is it possible to develop it yourself;
- obligatory documents;
- preparation of local regulations;
- development;
- step-by-step instructions for registration for LLC;
- who is responsible for keeping records.
Can I develop it myself
Self-development of HR administration is a quite possible process, but it has its own specifics. If possible, you will need to familiarize yourself with it in advance.
At the same time, development without errors is possible only if the head of the enterprise or the entrepreneur have familiarized themselves with the NAP in advance.
If there is no proper experience for some reason, you can simply take special courses in HR administration in Moscow from scratch.
Such preliminary preparation will help to resolve many different difficulties even before they arise.
An equally profitable and convenient solution is to use. This implies the temporary hiring of a personnel worker to organize the workflow.
In the future, accounting can already be carried out independently. The cost of these is usually low.
Mandatory documents
When conducting personnel records management, it will be necessary to form a number of documents. Some of these mandatory include the following:
The list of such mandatory documents includes more than a dozen items. The presence of all such is strictly required. This question it would be best to work it out in advance.
Moreover, some have strict requirements for the format. In other cases, registration can be carried out at the discretion of the head of the enterprise.
Drawing up local regulations
Another important point is the compulsory compilation of local regulations. The standard list of those includes:
- basic rules of the internal labor schedule;
- provisions regarding remuneration at the enterprise;
- work schedule for various departments in the enterprise;
- an agreement confirming the existence of consent to the processing of the employee's personal data;
- the regulation on the protection of personal data of employees.
Development of a standard sample of an employment contract
It is important to note that an employment contract does not have a rigidly established format today. But at the same time, some provisions must be present in it without fail.
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