The composition and use of personnel documents. List of required personnel documents. The value of the HR department

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

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

1) primary accounting documents;

2) derivative (secondary) accounting documents.

Primary accounting documents contain initial information and are filled in on the basis of personal documents provided by employees when hiring.

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

Private bussiness.

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

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

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

The procedure for working with personal files is not regulated by the legislator, and therefore employers independently decide the issues of their formation and management.

The exception is the personal files of civil servants.

The management of personal files of federal civil servants is regulated by the Presidential Decree Russian Federation dated June 1, 1998 No. 640 "On the procedure for maintaining personal affairs of persons holding government positions in the Russian Federation in the manner of appointment and government positions of the Federal public service».

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

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

Based on the analysis of regulations on personnel records management and, above all, paragraph 337 of the "List of typical management documents generated in the activities of organizations, indicating the storage time", approved by Rosarchiv on October 6, 2000, it can be concluded that the personal file includes the following the documents:

Ø internal inventory of documents available in the personal file;

Ø questionnaire or personal sheet on personnel records;

Ø autobiography or resume;

Ø copies of educational documents;

Ø copies of documents confirming the position (in cases stipulated by law);

Ø application for employment;

Ø addition to the personal sheet on personnel records;

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

Ø certificates and other documents related to this employee.

According to clause 6.2.10. Order of the Ministry of Culture of the Russian Federation of November 8, 2005 No. 536 "On model instructions on office work in federal bodies executive power»Documents in personal files should be arranged in chronological order as they become available.

The internal inventory of documents available in a personal file must contain information about the serial numbers of the documents in the case, their indexes, dates, titles and numbers of the sheets of the case on which each document is located. Sheets of the personal file and its internal inventory are numbered separately.

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

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

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

Ø passport;

Ø work book;

Ø military ID;

Ø educational document (diploma, certificate, certificate, certificate, certificate), documents of the Higher Certification Commission(VAK) on the award of an academic degree and on the award of an academic title (diploma and certificate);

Ø documents on existing inventions.

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

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

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

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

If, when hiring, characteristics or letters of recommendation were submitted, the employee drew up an application for employment, then they are also filed in the employee's personal file.

Employment contracts concluded with an employee can be included in the personal file documents or formed into separate files.

The personal file may include documents such as lists of inventions, scientific papers and other.

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

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

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

Changes and additions to personal data are made on the basis of orders for personnel and documents provided by employees (marriage certificate, diploma, and so on). An employee's oral statement is not a basis for making these changes. New documents with amendments and additions made are placed in a personal file together with previously filed ones.

In practice personnel services It is customary for organizations to include in their personal files copies of orders (or extracts from them) on transfers to another job, dismissal, incentives, imposing and lifting disciplinary sanctions, changing names and others. However, all this information is contained in the "Supplement to the personal record sheet". In this regard, it is possible to recommend not to include these documents in a personal file.

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

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

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

The cover of the personal file, as well as the cover of the files of permanent storage, is drawn up and executed in the form established by GOST 17914-72 “Cover of the files with long shelf life. Types, varieties, technical requirements"(Introduced by the Resolution State Committee USSR standards dated July 17, 1972 No. 1411).

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

Under this number, a personal file is registered in the "Book (Journal) of accounting for personal affairs", which provides for the following columns: serial number, last name, first name, patronymic of the employee, the date of registering the case and the date of deregistration.

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

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

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

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

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

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

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

In the premises of the personnel department, only the personal files of working employees are stored. Personal files can be arranged in numerical order or in alphabetical order of the names of employees.

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

Employee's personal card.

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

It is conducted throughout the entire period of the employee's employment with this employer, starting from hiring, and is closed only upon dismissal. Personal cards are not kept for employees hired under civil law contracts.

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

In connection with the specifics of certain spheres of labor activity, the Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 "On approval of unified forms of primary accounting documentation for labor accounting and remuneration" approved two more registration forms: No. T-2GS (MS) and No. T -4.

The personal card of a state (municipal) employee (form No. T-2GS (MS)) is used to record persons holding state (municipal) positions in the civil service. It is conducted instead of Form No. T-2, has a similar content.

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

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

Do not confuse personal card number T-2 with such documents as, for example, a personal record sheet or a questionnaire, which are part of a personal file. These documents are filled in by the employee himself, drawn up in any form and may be absent if the employer does not have an approved procedure for processing personal files.

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

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

Passports;

Education document, about qualifications or availability of special knowledge - when applying for a job requiring special knowledge or special training;

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

Insurance certificate of state pension insurance;

Registration certificate in tax authority;

Military registration documents (for those liable for military service).

When filling out a personal card, it is also used Additional Information reported by the employee.

Note!

In some cases, taking into account the specifics of the work, the employer may require (with the consent of the employee) the presentation of additional documents when concluding an employment contract. At the same time, the list of additional documents is not established independently by the employer, but the need for their provision should be directly established by a regulatory act: the Labor Code of the Russian Federation, other federal laws, decrees of the President of the Russian Federation and Resolutions of the Government of the Russian Federation.

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

Such additional documents, as a rule, include: a child's birth certificate, a marriage certificate, a woman's pregnancy certificate, documents on disability, being in the radiation exposure zone in connection with the Chernobyl accident, and others.

But to demand from the person applying for the job the provision of these documents without fail, the employer is not eligible. At the same time, the provision of these documents is in the interests of the employee himself, since otherwise the employer will not be able to provide the employee with benefits and guarantees prescribed by law.

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

I. " General information»;

II. "Information about military registration";

III. “Hiring and transferring to another job”;

IV. "Attestation";

V. "Advanced training";

VI. "Professional retraining";

Vii. "Awards (incentives), honorary titles";

VIII. "Vacation";

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

X. " additional information»;

XI. "Grounds for termination of an employment contract (dismissal)."

In section I "General information" when specifying information about the employee, the following rules should be followed:

1. Surname, name, patronymic are indicated on the basis of the passport and are recorded in full and legible.

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

Note.

OKATO - "All-Russian Classifier of Objects of Administrative-Territorial Division" OK 019-95 approved by the Resolution of the State Standard of the Russian Federation dated July 31, 1995 No. 413;

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

OKSO - “All-Russian classifier of specialties by education. OK 009-2003 "approved by the Resolution of the Gosstandart of the Russian Federation dated September 30, 2003 No. 276-st;

OKPDTR - Resolution of the Gosstandart of the Russian Federation of December 26, 1994 No. 367 "On the adoption and implementation of the all-Russian classifier of workers' professions, positions of employees and tariff categories OK 016-94 ".

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

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

· Citizen of the Russian Federation - 1;

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

· Foreign citizen (which state is indicated) - 3;

· Stateless person - 4.

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

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

Education is recorded and encoded according to OKIN and OKSO.

According to OKIN, education is coded as follows:

· Primary (general) education - 02;

· Basic general education - 03;

· Secondary (complete) general education - 07;

· Primary vocational education - 10;

· Secondary vocational education - 11;

Incomplete higher education - 15;

· Higher education - 18;

· Postgraduate education - 19.

Graduated from three courses of higher educational institution belong to persons with incomplete (incomplete) higher vocational education.

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

6. Profession (main) is indicated in full on the basis of the staffing table and the order (order) for employment. Another profession - on the basis of documents confirming the acquisition of a second education, specialty. They are coded in accordance with the All-Russian Classifier of Workers' Professions, Employee Positions and Wage Grades OK-016-94 ", approved by the Resolution of the State Standard of the Russian Federation No. 367 of December 26, 1994" On the Adoption and Implementation of the All-Russian Classifier of Worker Professions, Employee Positions and Wage Grades OK-016-94 "(hereinafter - OKPDTR).

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

8. The state of marriage is recorded and encoded in accordance with the following possible values in accordance with the OKIN:

· Never was (was not) married - 1;

· Is in a registered marriage - 2;

· Is in an unregistered marriage - 3;

· Widower (widow) - 4;

· Divorced (divorced) - 5;

Sold out (sold out) - 6.

9. The family includes only family members with an indication of the degree of kinship.

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

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

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

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

· Military ID (or a temporary certificate issued in exchange for a military ID) - for citizens who are in stock;

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

According to the Instructions for the use and filling out of forms of primary accounting documentation for labor accounting and payment for citizens in stock:

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

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

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

in paragraph 7 "Is on the military register" is filled in (with a simple pencil):

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

line b) - for citizens booked behind the organization for the period of mobilization and for war time.

For citizens subject to conscription:

point 2 " Military rank"- the entry" is subject to appeal "is made;

clause 5 "Category of fitness for military service" - written in letters: A (fit for military service), B (fit for military service with minor restrictions), C (limited for military service), G (temporarily unfit for military service) or D (not fit for military service). It is filled in on the basis of an entry in the certificate of a citizen subject to conscription for military service.

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

In paragraph 8 of Section II of the personal card of a citizen who has reached the maximum age of stay in the reserve, or a citizen recognized as unfit for military service for health reasons, a mark is made in the free line "removed from military registration by age" or "removed from military registration due to health ".

After completing section II "Information on military registration", at the bottom of the second page of form No. T-2, the employee of the personnel service must certify the indicated data with his personal signature, indicating the position and decryption of the signature. The employee also signs the second page of Form No. T-2 and puts down the date it was filled out. The line containing the employee's personal signature is a sample signature on the basis of which he will be paid wages.

Note!

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

The most important are the information in Section III "Recruitment and transfers to another job" and XI "Grounds for termination of an employment contract (dismissal)".

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

These information should be filled in with particular care, since they often serve as the basis for confirming the employee's length of service.

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

The last section of the personal card XI "Grounds for termination of an employment contract (dismissal)" is filled in by an employee of the personnel service upon termination labor relations with an employee. The basis for termination of the employment contract (dismissal) is the wording of the reason for dismissal on the basis of the relevant article of the Labor Code of the Russian Federation, which completely repeats the entry in the employee's work book. The date of dismissal is the last day of work of the employee. Order details (date and number), which is the basis for filling of this section, are also indicated in exact accordance with the entry in the work book. Dismissal records are certified by the signature of the personnel service employee and the employee.

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

When filling out section VII "Awards (incentives), honorary titles", it is necessary to indicate the types of incentives (in accordance with Article 191 of the Labor Code of the Russian Federation and local regulations) applied to the employee, and also state awards and honorary titles should be listed.

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

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

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

The personal cards of dismissed employees are formed into an independent business alphabetically. Before submitting a case to the archive, all cards must be drawn up in accordance with the requirements of Rosarkhiv and stored in the archive for 75 years.

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

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

Providing operational storage of personnel documents;

Ensuring effective search for personnel documents.

Secondary accounting documents include: personal employee card (unified forms No. T-2, No. T-2GS (MS), No. T-4), documentation for recording working hours and settlements with personnel and various registration forms of accounting information.

Registration forms are maintained to record personnel records.

There are the following types of registration forms:

Registration and control cards (RCC);

Registration logs (books);

Screen forms (when using computer technology).

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

In the "List of typical management documents generated in the activities of organizations, indicating the storage periods" approved by Rosarkhiv on October 6, 2000, determined the following basic accounting forms and storage periods:

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

STAFF SUPPORT
Reception, transfer (transfer), dismissal of employees
	Books, magazines, accounting cards:		After dismissal
	a) acceptance, relocation (transfer), dismissal of employees
	b) workers sent on business trips
	c) liable for military service
	d) vacations
	e) personal files, personal cards, labor agreements (contracts), labor agreements
	f) issuance of work books and inserts to them
	g) issuance of certificates of wages, experience, place of work
	h) issuance of travel certificates

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

Record of incentives and penalties;

Journal of registration of orders on educational leave, unpaid leave, and more;

Sick leave register and more.

In accordance with the Order of the Main Archival Administration of the USSR dated May 25, 1988 No. 33 “State system of documentation support for management. Basic provisions. General requirements for documents and documentation services "registration is subject to all documents that require accounting, execution and use for reference purposes (administrative, planning, reporting, accounting, accounting, financial and others), both created and used within the organization, and sent to other organizations; coming from superior, subordinate and other organizations and individuals. Both traditional typewritten (handwritten) documents and those created by means of computing technology(machine-readable, machine-readable) (clause 3.2.1.2. Order of the USSR Main Archive Administration dated May 25, 1988 No. 33 "State system of documentation support for management. Basic provisions. General requirements for documents and documentation support services").

It also explains that:

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

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

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

Note!

The main purpose of document accounting is to give them legal force and duplicate information.

Duplication of information in accounting forms increases the level of its safety and makes it easier to find the necessary documents.

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

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

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

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

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

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

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

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

Note.

In accordance with paragraph 3.2.1.4. Order of the Main Archival Administration of the USSR dated May 25, 1988 No. 33 "State system of documentation support for management. Basic provisions. General Requirements for Documents and Documentation Support Services "the composition of the mandatory details, if necessary, can be supplemented with other details: performers, a receipt of the performer in receipt of the document, the progress of execution, applications and others. The order of the location of the details on the registration forms and the use of the reverse side of the registration and control cards is determined by the employer independently.

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

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

This group of documents consists of unified forms approved by the Decree of the Goskomstat of the Russian Federation dated January 5, 2004 No. 1 "On approval of unified forms of primary accounting documentation for labor accounting and remuneration", we will consider them in more detail.

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

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

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

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

· Accounting of actually worked time, downtime, sickness, vacations and other forms of using working time, which is the basis for calculating wages;

· Drawing up statistical reporting according to work.

To account for the time actually worked and (or) not worked by each employee, the following are used: Table of accounting of working hours and calculation of remuneration (form No. T-12) and Table of accounting of working hours (form No. T-13).

The peculiarity of the execution of these documents is due to the fact that they are the primary accounting documents on the basis of which they are kept.

The absence of documents on the accounting of working time drawn up in accordance with the current legislation, as well as the absence in the primary accounting documents of any of the mandatory details can be qualified as an unjustified inclusion of labor costs in the composition of costs that reduce the taxable base, which will lead to the involvement of the organization in liability set out in part 3 Tax Code Russian Federation.

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

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

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

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

· Notes in the Table on the reasons for not showing up for work, part-time work or outside the normal working hours at the initiative of the employee or employer, reduced working hours and others are made only on the basis of properly executed documents. Such documents are certificates of incapacity for work, certificates of fulfillment of state or public duties, a written warning of a simple, an application for a combination of jobs, a written consent of the employee to work overtime in cases established by law and other documents.

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

Partially Paid Parental Leave

Unpaid leave granted to a childcare worker

Unpaid leave granted to an employee with the permission of the administration

Leave without pay in cases stipulated by law

Temporary incapacity for work (except for cases provided for by the "T" code) and leave for nursing and quarantine, drawn up with certificates of incapacity for work

Unpaid incapacity for work in cases stipulated by law (due to domestic injury, nursing and quarantine, issued by certificates medical institutions etc)

Hours of reduction of work for workers and employees against the established duration of the working day in cases stipulated by law

Downtime is not the fault of the employee

Absenteeism all day with the preservation of wages in cases stipulated by law (fulfillment of state or public duties, liquidation emergencies, elimination of the consequences of natural disasters)

Absenteeism (absence from the workplace without good reason during the entire working day (shift), regardless of its (her) duration, as well as in case of absence from the workplace without good reason for more than four hours in a row during the working day (shift)), administrative arrest for administrative offenses, stay in a medical sobering-up center, strikes recognized as illegal, and other non-appearance for unjustified reasons)

Unworked hours due to part-time work initiated by the administration

Weekends (for weekly rest) and holidays

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

Failure to appear for unexplained reasons (until the circumstances are clarified)

For more details on the issues related to the preparation of primary documents, you can find in the book of the authors of JSC "BKR-INTERCOM-AUDIT" "Primary documents".

For more details on the issues related to personnel records management, you can find in the book of the authors of BKR-INTERCOM-AUDIT CJSC “Personnel records management”.

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

mandatory - documents in respect of which the law establishes the requirement for their mandatory availability with the employer, for their mandatory acceptance, conclusion, execution, signing (these documents, in case of verification, are especially carefully studied by employees of state labor inspectorates),
documents that become binding under certain circumstances,
optional documents.

In the list of mandatory documents, we will also provide some accounting documents that are mentioned in labor legislation, are required during inspections by the State Labor Inspectorate, for the preparation and execution of which they often involve cadres.

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

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

Employer compliance with labor laws, HR documents can be verified State Inspectorate according to work.

The enterprise also maintains a log of inspections of a legal entity, an individual entrepreneur, carried out by state control (supervision) bodies, municipal control bodies. According to paragraph 8 of Art. sixteen Federal law dated 26.12.2008 N 294-FZ (in the last edition) "On the protection of rights legal entities and individual entrepreneurs when exercising state control (supervision) and municipal control "legal entities, individual entrepreneurs have the right to keep a register of inspections in the standard form established by the federal executive body authorized by the Government of the Russian Federation. The form of this journal is approved by Order of the Ministry of Economic Development of the Russian Federation of April 30, 2009 N 141. This journal reflects, along with other inspections in the company, and inspections of labor inspectorates.

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

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

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

Optional documents

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

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

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

Mandatory HR documents

Inspectors of the State Inspectorate for Inspection, inspectors from the prosecutor's office, representatives of the Pension Fund have the right to request documents for verification ... The absence of even one mandatory document gives rise to serious problems... Both the employer and the executive whose duties include personnel records in the organization: personnel records must always be in order, this determines the quality of work with personnel. Make sure the company has all the mandatory documents required by labor laws.

Type of document	Appointment	The norm providing for its presence
Internal labor regulations	They fix the procedure for employment and dismissal of employees, work and rest hours, disciplinary measures applied, rights and obligations of the parties, etc.	Art. 189 of the Labor Code of the Russian Federation
Vacation schedule	Sets the timing of the granting of annual paid leave	Art. 123 of the Labor Code of the Russian Federation
Staffing table	Secures the structure, number and composition of personnel, job titles	Art. 57 of the Labor Code of the Russian Federation
Occupational safety briefing journal	Confirms that workers have successfully completed occupational safety training	Art. 212 of the Labor Code of the Russian Federation
Labor protection instructions	Establish norms safe behavior in the workplace	Art. 212 of the Labor Code of the Russian Federation
Time sheet	Records the time actually worked by employees and serves as the basis for calculating salaries	Resolution of the Goskomstat of Russia No. 1 dated 5.01.2004
Regulation on personal data of employees	Regulates the composition, procedure for processing and storing personal data, the conditions for their transfer to third parties, obtaining consent to processing	Art. 88 of the Labor Code of the Russian Federation
Regulations on wages and bonuses	Secures the system of remuneration (including overtime) and employee incentives chosen by the employer	Art. 135 of the Labor Code of the Russian Federation
Book of accounting for the movement of work books and inserts in them	Reflects data on the receipt from employees and issuance of issued work books
Receipt and expense book for accounting forms of work books and inserts in them	Reflects data on receipts and expenditures of blank forms	Resolution of the Ministry of Labor of Russia No. 69 of 10.10.2003

This is the minimum that the HR officer should take care of. As soon as hired employees appear in the organization, the mandatory list is expanded due to individual documents: employment contracts, employment orders, personal cards. If the law requires that personnel be sent for medical examinations, a survey register is started, if some positions imply full financial responsibility, it should be consolidated through the execution of contracts.

Some of the documents - for example, internal labor regulations (IHR) or regulations governing certain aspects of relations with personnel - are developed once and are applied from year to year. Changes are made only when necessary. Others are compiled anew with some regularity: vacation schedule - annually, time sheet - monthly, shift schedule - at the end of the accounting period, etc.

Courses to help improve document flow

Additional personnel documents

This means that the employer will not be fined for their absence, but the effectiveness of work with personnel may suffer. This category is represented by a collective agreement, provisions on certification and professional retraining of employees, rules for working with archives, individual documents: questionnaires filled out in the employment process, employee applications, orders for the provision of material assistance, etc.

Make them out as needed.

HR administration from scratch: step-by-step instructions-2019

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

Step 1. Learn the basics of HR administration... You will need special literature: manuals, regulations in the field of labor law with comments. Always keep close at hand Labor Code RF in the current edition: it contains answers to many questions related to daily personnel work. Ignorance of labor law norms often results in fines for the employer.

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

Step 3. Review the constituent documents of the company... Personnel processes are supposed to be formalized so that there are no contradictions with the provisions of the charter and other constituent documents... The charter prescribes the procedure for hiring and remuneration of the top officials of the company, the scheme for approving the staffing table and others. important nuances to be aware of.

Step 4. Conduct an audit of local regulations... See if all the required documents are available and be sure to check them for compliance with the current legislation. If any regulations from mandatory list not enough (or they are, but made up with errors), the company can be fined.

A tip on how to avoid fines:

List the missing regulations and rules.
Develop the documents that are missing, on your own or with the involvement of specialists from other services and departments.
Agree projects with management and approve orders.

Step 5. Develop a standard form of an employment contract, which you will use in the future to formalize relations with employees. The content of the document should not contradict Article 57 of the Labor Code of the Russian Federation. Make sure to include all the mandatory terms and conditions in the contract.

Step 6. Create a set of forms for standard HR procedures... These include dismissal, transfer and hiring, vacation provision, business trips, bonuses, etc. Today, commercial structures have a choice: use uniform order forms or develop their own forms. If the second option is chosen, approve the new forms by written order.

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

Among them:

On the accounting of inspections carried out by the control and supervision authorities.
For registration of accidents at work.
By registering briefings. Introductory, workplace and fire safety - a separate log is kept for each type.

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

Step 8. Check if labor relations with employees are properly formalized... Including with director general: unfortunately, top officials of companies are often hired with violations. Pay special attention to the terms and conditions specified in the contracts (validity period, test upon hiring, material liability etc.). Eliminate any identified gaps by concluding additional agreements to labor contracts.

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

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

Article 66 of the Labor Code of the Russian Federation;
instructions approved by the Resolution of the Ministry of Labor of Russia No. 69 dated 10.10.2003;
of the rules approved by the Decree of the Government of the Russian Federation No. 225 dated 04.16.2003.

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

Step 11. Organize military registration. On the small businesses where there is no separate military registration desk, this function is usually entrusted to the personnel officer. Issue an order on the appointment of a person responsible for military registration, draw up an annual work plan and agree on it with the military registration and enlistment office, transfer data from military tickets and other military registration documents presented during employment to the personal cards of employees. Together with the plan and order, submit to the military registration and enlistment office a report in form No. 6 and an organization's accounting card in form No. 18 (see letters of the Ministry of Culture No. 125-01-16 / 24 dated November 3, 2003 and No. 334-01-39-VA dated October 21. 2015).

Step 12. Provide documents with acceptable storage conditions. Forms of strict accountability, for example, originals of work books and inserts to them (both completed and new) should be kept out of the public domain. For example, in a safe or securely locked fireproof cabinet. Documents completed in office work at the end calendar year transfer to the archive of the organization. Terms of archival storage of documents different categories look in the list approved by order of the Ministry of Culture of Russia No. 558 dated 25.08.2010.

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

Currently, probably no other profession has such a range of names as the profession of a personnel officer. In One qualification handbook you can find seventeen positions that are somehow related to personnel work. This circumstance makes one think about the differences between these positions from each other, about the functional load of each of them. The question of what an ordinary HR inspector should prescribe for himself in the job description is especially relevant and acute today. We will try to consider the responsibilities of this employee in as much detail as possible.

The value of the HR department

Many heads of organizations still believe that the appointment of the personnel department is narrowly focused, associated only with office work. However, today our country, following the West, has embarked on the transformation of the personnel service into a unit dealing with management labor resources, because it is the personnel officer who is the most important link between the employee and the employer.

Currently, a human resources specialist is primarily a manager, the same can be said about such a position as a human resources inspector, whose duties today often include not only processing and maintaining records. This is especially true for small companies, where the HR inspector may be responsible for recruiting, training and many other functions.

Number of cadres

The names and number of departments of the personnel management service depend on the size of the enterprise, its traditions and the specifics of the activity. This should take into account the size of the organization, the direction of the business, strategic goals the enterprise, the stage of its development, the number of employees and priority tasks in work with personnel.

In large organizations, the HR department may include several departments. For example, payroll department, employment department, training and development department, office and accounting department. In small organizations, only one specialist can perform all the functions of the personnel service - a personnel inspector, whose duties should actually include a minimum list of functions: HR administration and recruitment.

Service specialists

HR departments or services are usually headed by a mid-level manager: the head of a service, a department who reports to the HR director. Departments can be broken down into smaller units - groups or sectors, headed by managers who report to the chiefs of services.

At medium-sized enterprises (number of employees 100-1000 people), the arrangement of the personnel service most often presupposes the presence of such employees:

clerical specialist;
labor law specialist;
recruiting specialist;
development and training manager,
trainer or training manager;
manager for benefits and compensation;
corporate events manager.

In smaller organizations (the number of employees is up to 100 people), almost all functions of these employees are job duties HR inspector.

Requirements for a personnel officer

Of course, all of the above positions cannot be combined by one single specialist - an inspector of the personnel department. The duties of this employee are primarily related to personnel records management. Therefore, when hiring a potential candidate for this position, relatively low professional requirements are imposed.

The qualification handbook informs that the personnel inspector must have a secondary specialized education (in this case, his work experience does not matter) or secondary education (this requires special training and professional experience of at least three years).

HR inspector: responsibilities

So, the functions of this specialist are as follows:

keeping records of the personnel of the enterprise;
registration of various personnel operations (admission, transfer, dismissal);
registration and maintenance of personal files of employees, making changes to them;
accounting, storage and filling out work books;
record of seniority;
registration of certificates of labor activity of employees (past and present);
registration of pension insurance cards and other documents necessary for the appointment of pensions to employees and their families, compensation and benefits;
accounting for the provision of vacations, control over how vacation schedules are drawn up and observed.

Staff recruitment

The responsibilities of a human resources inspector often include recruiting staff for vacant positions. This work is associated with the placement of information in various sources about the available vacancy, including cooperation on this issue with the employment service, appointment and interviews with an explanation to the applicant of the nature of the vacancy, working conditions and the level of wages, determination of the general level of the applicant for the vacant position , his experience and degree of professionalism.

Often, the duties of an inspector of the personnel department involve holding competitive selections among specialists applying for a vacant place. The personnel officer develops measures for the selection of personnel and monitors the passage of future employees of the tests established when concluding an employment contract with them.

Additional functional responsibilities of the HR inspector

There are some additional functions that are most often referred to as HR work. What other tasks should the HR inspector solve? Responsibilities may include:

preparation of the necessary materials for attestation, qualification, competition commissions, presentation of employees for awards and incentives;
study of the reasons for staff turnover, development and implementation of measures to reduce it;
preparation of documents for submission to the archive;
control over labor discipline;
organization of advanced training and professional retraining;
organization of examinations to confirm qualifications;
development of a system for assessing personal and business qualities employees, motivating them for career advancement;
registration of service certificates and their issuance;
formation and effective use of the personnel reserve.

Military registration

Many employers believe that functional responsibilities HR inspectors include military registration of employees of the enterprise. According to the Decree of the Government of the Russian Federation No. 719 of November 27, 2006 "On the approval of the Regulations on military registration", the number of employees engaged in this activity should be directly proportional to the number of employees subject to registration.

In particular, at an enterprise where there are less than five hundred citizens on the military register, one employee performs these functions in combination. Thus, a personnel inspector in an organization where the number of people on the military register does not exceed five hundred people can deal with military registration, but only on condition of internal combination. And with a larger number of people subject to registration, a separate staff unit should be allocated for these purposes.

HR work in a crisis

In the last year, the management of enterprises has faced the sad circumstances of the financial crisis, when it is necessary to reduce the volume of production of goods and services, to reduce their own costs, including by reducing the number of personnel. Against this background, there is a growing need for cadre workers to possess the qualities of full-time psychologists, who are forced to manage the emotional background in the team and find words of consolation, for example, by handing their colleagues notifications of their dismissal.

The role of the HR department increases as the value increases human resources for the organization to achieve financial success. In this regard, the traditional duties of personnel officers do not disappear. Personnel services remain in charge of HR administration, remuneration, recruitment and training of specialists. However, at the same time, the personnel department is constituent element competent management of the enterprise. Good luck in job!

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

For example, by target affiliation, two large groups of personnel documents are distinguished:

1. Documents for registering the personnel of employees, which include orders for hiring, transferring to another job, granting leave, dismissal, employee's personal card and others. Most of the personnel documents were included in the unified forms of primary accounting documentation for labor accounting and remuneration, approved by the Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for labor accounting and remuneration”.

2. The second group consists of documents related to the implementation of functions for personnel management and labor organization (Internal Labor Regulations, Regulations on the structural unit, job descriptions, structure and staffing, staffing). IN " All-Russian classifier management documentation "OK 011-93, approved by the Resolution of the Gosstandart of the Russian Federation dated December 30, 1993 №299, these documents were called" documentation on organizational and regulatory regulation of the organization, enterprise. "

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

1. Documentation for hiring:

· Application for a job;

· Contract for appointment to the position;

· The order of acceptance to work;

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

2. Documentation for the transfer to another job:

· Application for transfer to another job;

· Representation of transfer to another job;

· Order of transfer to another job.

3. Documentation on dismissal from work:

· Statement of resignation;

· Order of dismissal;

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

4. Documentation for registration of vacations:

· Vacation schedule;

· Application for granting leave;

· Order for granting leave.

5. Documentation for registration of incentives:

· Representation of the promotion;

· Order of promotion;

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

6. Documentation on execution of disciplinary sanctions:

· Memorandum on violation of labor discipline;

· Explanatory note on violation of labor discipline;

Imposition order disciplinary action;

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

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

In addition, the documentation of labor relations has an important place in labor law.

The Labor Code of the Russian Federation establishes the need for documenting labor legal relations:

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

· Hiring is formalized by the order (order) of the employer, with whom the employee gets acquainted with signature (article 68 of the Labor Code of the Russian Federation);

· Work books are kept for all employees (article 66 of the Labor Code of the Russian Federation);

Upon the written application of the employee, the employer is obliged, no later than three working days from the date of submission of this application, to give the employee copies of documents related to the work (copies of the order for employment, orders for transfers to another job, order for dismissal from work; extracts from the work record book ; certificates of wages, on accrued and actually paid insurance contributions for compulsory pension insurance, on the period of work with this employer, and more) (Article 62 of the Labor Code of the Russian Federation);

· Obligatory publication of an order (instruction) on the application of a disciplinary sanction (Article 193 of the Labor Code of the Russian Federation);

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

This also includes unified forms of primary accounting documentation for accounting for labor and its payment, the maintenance of which, in accordance with paragraph 2 of the Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 "On approval of unified forms of primary accounting documentation for accounting for labor and its payment" is mandatory for all organizations operating on the territory of the Russian Federation, regardless of their form of ownership.

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

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

In addition, the Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 approved unified forms for recording working hours and payments to personnel for wages:

No. T-12 "Time sheet and calculation of wages", No. T-13 "Time sheet", No. T-49 "Payroll", No. T-51 "Payroll", No. T-53 "Payroll", No. T-53a "Journal of registration of payrolls", No. T-54 "Personal account", No. T-54a "Personal account (svt)", No. T-60 "Note-calculation on granting leave to an employee" , No. T-61 "Note-calculation upon termination (termination) of an employment contract with an employee (dismissal)", No. T-73 "Act on acceptance of work performed on an urgent basis employment contract imprisoned for the duration of a certain job. "

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

According to the interpretation of the norms of the Labor Code of the Russian Federation, the composition of local regulations, mandatory for each employer, includes:

· Staffing (article 57 of the Labor Code of the Russian Federation);

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

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

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

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

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

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

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

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

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

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

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

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