What a new recruiter should know. A guide to the personnel officer in the current work: what you need to know, what to do and how to develop

Human Resources Department is a structure in the organization that deals with personnel management.

The personnel department is not only a functional unit, it is also the face of the company, since it is in the personnel department that any applicant begins to get acquainted with the organization.

HR goal

The purpose of the personnel department is to contribute to the achievement of the goals of the enterprise (organization) by providing the enterprise with the necessary personnel and the effective use of the potential of employees.

The selection of employees is carried out with the help of specially developed strategies: the submission of information about vacancies to the media and employment services, the application of selection methods, testing, procedures for the adaptation of specialists and subsequent advanced training.

Tasks of the personnel department

The main task of the personnel department is to correctly take into account the work of employees, determine the number of working, weekends and sick days for calculating salaries, vacations and submitting information to the accounting department of the organization.

The main tasks of the Human Resources Department are:

organizing the selection, recruitment and hiring of personnel with the necessary qualifications and in the required volume. The selection of employees is carried out using specially developed strategies: from submitting information about vacancies to the media and employment services to the application of selection, testing, adaptation procedures for specialists and subsequent advanced training;

Creation effective system staff members;

development of career plans for employees;

development of personnel technologies.

In addition, the personnel department must submit information about employees to the Pension Fund of the Russian Federation, insurance companies, the Tax and Migration Services.

Functions of the Human Resources Department

The main function of the personnel department in the enterprise is the selection of personnel.

The main functions of the personnel department in the enterprise include:

determination of the needs of the organization in personnel and selection of personnel together with the heads of departments;

analysis of staff turnover, search for methods to deal with a high level of turnover;

introduction of labor motivation systems;

preparation of the staffing of the enterprise;

registration of personal files of employees, issuance of certificates and copies of documents at the request of employees;

carrying out operations with work books (receiving, issuing, filling out and storing documents);

keeping records of vacations, scheduling and processing vacations in accordance with the current labor law;

organization of employee attestation;

preparation of staff development plans.

HR structure

The structure of the personnel department of the enterprise and its number is determined by the director of each company, depending on the total number of personnel and the characteristics of the activity.

IN small companies(up to 100 employees) one or two HR employees are sufficient.

At the same time, small enterprises may not have an individual employee, and then such work is performed by the chief accountant or general director.

In medium-sized organizations (from 100 employees to 500 people), it is advisable to create a personnel department of personnel from three to four personnel specialists

On large enterprises where 500 or more people work, the personnel department may have from 7 to 10 employees.

Relationship between HR and other departments

To effectively perform its functions, the personnel service needs to constantly and closely interact with other departments of the enterprise:

Interaction with the accounting department of the organization

The personnel department interacts with the organization's accounting department to resolve issues related to remuneration.

So, the personnel department submits documents and copies of orders for dismissal, employment, business trips, vacations, incentives or penalties for employees to the accounting department of the organization.

Liaison with the legal department

The Legal Department provides Human Resources staff with information about recent changes in the current legislation, provides comprehensive legal support.

Interaction with other divisions of the company

On personnel issues, the personnel department constantly interacts with all structural divisions of the company.

Still have questions about accounting and taxes? Ask them on the forum "Salary and personnel".

Human resources department: details for the accountant

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

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Any personnel officer, getting a job in new organization, will inevitably face the need to quickly establish personnel records. It is good if the previous specialist leaves behind the documents in order. But there are also cases when personnel work has to be started almost from scratch. What documents regulate the main issues personnel work? How to check if there are enough local acts in the company? Why is it better to take samples for registration of personnel decisions from the resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1?

What regulations should a personnel officer know

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

All these acts can be conditionally divided into certain groups (table on page 60). Most of them are mandatory for all organizations, regardless of the legal form or form of ownership. For their violation, the employer may be held administratively liable.

What local acts should be in the organization In addition to acts of the federal level, the activities of the personnel department of any company are regulated by local regulations (Article 8 of the Labor Code of the Russian Federation). The law does not contain a list of local acts on personnel records, which must be in an organization. However, some of them are mentioned in the Labor Code, which makes them mandatory.

- internal labor regulations (paragraph 3 of the second part of article 21, paragraph 5 of the first part of article 22 of the Labor Code of the Russian Federation);

- staffing (Article 15, paragraph 3, part two, Article 57 of the Labor Code of the Russian Federation, paragraph 1 of the letter of Rostrud dated March 22, 2012 No. 428-6-1, paragraph 11 of the letter of Rostrud dated October 31, 2007 No. 4414-6);

- vacation schedule (Article 123 of the Labor Code of the Russian Federation).

In addition, the law expressly states that the employer must develop local acts on wages (part two of article 135 of the Labor Code of the Russian Federation), the processing of personal data of employees (art. 87 of the Labor Code of the Russian Federation) and the approval of labor protection instructions (paragraph 23 of part 2nd article 212 of the Labor Code of the Russian Federation). If necessary, the company must have acts fixing the list of employees with irregular hours (Article 101 of the Labor Code of the Russian Federation), the procedure for dividing employees of additional vocational education(part two of article 196 of the Labor Code of the Russian Federation).

Specific list of local normative documents each company determines independently (diagram on page 63). The list of acts provided in the scheme is not exhaustive. The specifics of the organization may imply the existence of other local documents. As a rule, the list of acts is approved by order (sample on page 62).

Job requirements for a HR officer

A personnel officer can be called a personnel department specialist, personnel inspector, head of the personnel department, and also, to one degree or another, connect a dozen more professions with this name. But despite the general focus in working with personnel documents, there are significant differences. Let's take a look at them.

Requirements for a Human Resources Specialist

The job description of a specialist in the personnel department is developed by the head of the personnel service. And it is approved by the top management of the organization. It clearly spells out the duties, powers, functions of a specialist, indicates the internal regulations of the organization. A specialist can become a person who has sufficient vocational training, one year of work experience and the availability of the necessary education.

Since this specialty provides access to confidential information, the employee is responsible for his actions. And in the event that his actions caused damage to the company, he will be liable in accordance with applicable law.

The Human Resources Specialist performs the following tasks:

Registration of documentation when hiring or dismissing personnel, transferring them to other staff units in accordance with the labor code and the order of managers.
Accounting for the work and changing any data of employees at all levels in accordance with documentary standards, and making these changes to the personnel databases.
Collection of data for certification or for advanced training.
Management of the mechanism of encouragement and punishment.
Conducting personal files of employees, collecting personal information.
Preparation of work books and contracts.
Development of a schedule and monitoring of its implementation.
Determination of vacation periods and monitoring their implementation.
Maintaining archive documentation.

Requirements for a Human Resources Inspector

Job responsibilities include:

Maintaining documentation on the acceptance and dismissal of employees, job changes.
Maintaining personal files of staff, making changes and additional data.
Registration of work books and their storage.
Dealing with sick leave, vacations and benefit payments. monitoring of their compliance.
Processing documentation for calculating pensions, work benefits and compensation.
Entering changes in personnel data into the database.
Revealing possible problems in the team and the reasons for the "turnover" of personnel.
Working with the archive.

At first glance, there are few differences between the specialty "HR inspector" and the profession "HR specialist". But they are: a person with a secondary education can be accepted for this position. Seniority is not one of the main requirements and may not be taken into account at all.

The duties of the inspector include the selection of personnel for open vacancies in accordance with the professional requirements put forward.

Requirements for the Head of Human Resources

It is possible to occupy a managerial position only if you have higher education and work experience in a similar position for at least three years. A person is appointed to the position of chief by order of the supreme leader. After that, he remains accountable directly only to the head of the company. Its activities are carried out strictly within the framework of the internal charter of the organization, the labor code, civil law and others legal documents based on job description.

Job responsibilities:

Development and monitoring of compliance personnel policy organizations.
Monitoring the need to update the working staff.
Management of staff units according to the available powers.
Carrying out certification and analysis of its results.
Improving existing mechanisms for dismissal, hiring or moving personnel to other positions.
Improving the system of interaction between personnel.
Monitoring the performance of the duties of the personnel department.
Monitoring the execution of awards and incentives.
Implementation of measures to establish labor discipline, increase the level of motivation of employees for their direct work activities.

The head of the human resources department prepares and reviews internal information that is intended for senior management. It is also within his competence to conduct consultations in accordance with the direction of his position. ABOUT high level training of the head of the personnel department speaks of his knowledge of the regulatory documents of the Russian Federation, various methods for assessing the work of personnel, understanding the structure of the organization, knowledge of the requirements for filling out and processing documentation, existing labor standards. The instruction, which spells out all the duties of the head of the personnel department, the inspector and the specialist in working with personnel, is drawn up according to the model for each category. And signs in the process of applying for a job.

In order to apply for a HR position, you must:

Provide all the necessary documents, depending on the position chosen, including: a diploma of the necessary education, documents confirming the length of service, and so on.
A completed application form.

According to common pattern job description, the personnel officer refers to specialists. His appointment or dismissal from his post takes place on the basis of the order of the general director of the organization on the proposal of the immediate superior.

Earlier in the article, we considered the requirements for applicants for each possible position. Depending on the category (inspector, specialist or supervisor), when hiring, the immediate supervisor monitors their compliance.

In the event that the personnel officer is temporarily unable to fulfill his duties, they will be performed by a person replacing him.

The recruiter should be aware of the following:

Legal and legislative documents in any way related to labor process, the process of maintaining and managing personal affairs employees, registration of pensions, maintenance of work books and conclusion of employment contracts.
The structure of the company and the ways in which personnel interact within it.
current labor law.
Rules for working with personnel and preparing reports.
Rules for maintaining personal data of employees.
The procedure for maintaining pensions, vacations, accrual of benefits, compensations, etc.

In accordance with the legislation, the Regulations on the personnel department of the organization itself, its charters, internal regulations, orders of management and job description, the activities of the personnel officer are carried out.

In accordance with the existing and established basic duties and rights prescribed in the Decree of the Ministry of Labor of August 21, 1998, the organization draws up a job description for the positions held. It may include additional clauses on processing or vacation conditions, a schedule, additional requirements and other important conditions.

The development of instructions is carried out by the top management of the organization, his deputies or direct superiors of personnel officers. In the process, it is agreed with lawyers, signed and comes into force.

Here is an example of a sample job description, on the basis of which an organization can draw up its own version:

As can be seen from the instructions, the personnel specialist should not only be engaged in the selection and placement of employees, but also in other activities.

An equally important point that must be indicated in the instructions is the rights of the employee.

And no less important section is the responsibility of a specialist, since he works mediocrely with personal affairs and has confidential information.

Human Resources Specialist Rights

When compiling instructions, this is an important point, which should not be omitted. Despite the fact that the coordination of the drafted job description with representative bodies for the protection of personnel is not provided for by the legislation of the Russian Federation, approval usually takes place with legal department in order to avoid violating the rights of employees.

The personnel officer has the following rights:

To get acquainted with the existing documentation and decisions of the company's leaders directly related to its activities.
Have access to information that is necessary for the performance of his job duties.
Put forward proposals for improving the work and conditions directly related to the performance of its activities.
Receive full quality organization of technical and informative conditions for the performance of duties.

Responsibility of the Human Resources Specialist

The personnel officer is liable in accordance with the legislation of Russia for violation of his direct duties:

In case of non-fulfillment or poor-quality performance of their immediate duties.
In case of violation of the instructions and orders of the organization, labor regulations and due discipline.
In case of violation of trade secrets or disclosure of personal data of personnel.

The head of the company or the head of the personnel department, whose task is to regulate the activities of the personnel department, can be held liable for:

Lack of formalized contracts with employees.
Lack of personal matters.
No vacation schedule.
Lack of security documentation labor activity.

Features of the profession faced by the personnel officer

The personnel officer, despite the extensive list of his duties, is primarily involved in maintaining documentation in a particular organization. These are orders, employment contracts, regulations, statements of employees, military registration, pension, preferential, etc.

What are the characteristics of a specialist in this position?

The positive ones include:

Labor mode. In rare cases, processing may occur. Basically, this is a standard schedule with fixed usual days off (Saturday and Sunday), as well as non-working days on public holidays. Most often work from 9:00 to 18:00, including a lunch break.
A stable social package that includes all the necessary payments.

In small organizations, the rights of employees may be violated, there may be no social package or official registration. Therefore, when applying for a job, you need to give preference only to trusted companies that care about their employees.

Paper work without much mobility.
Opportunity for advancement and high pay.
Office work.

The negatives include the following:

In addition to immediate duties, a large amount of additional, not always directly related to the specialty.
Being between employees and superiors. This can be a disadvantage when you have to resolve negative situations.
For some, paperwork in the office will seem like a minus.
Monotone.
Possible disagreements in the work with accounting.
Responsibility in case of dishonesty of the accepted employee.

An HR employee constantly encounters new people, and must have communication skills, be able to organize people and his work, be friendly and at the same time possess in modern ways staff assessments. He must have the skills of mutual understanding, and base his work on mutual cooperation. In addition, in his work, the personnel officer constantly encounters interactions with third-party organizations. Such as Pension Fund, State Inspectorate labor and others).

The competence of a specialist in this field also depends on his ability to use equipment and automation tools.

Conclusion

Summing up, we can say that the profession of a personnel officer is significant and important in the current modern world. He deals not only with the selection of personnel for the company, but also with a large amount of documentation. Basically, this work is connected precisely with her: archiving, personal files, documenting admission, dismissal and movement to other positions of employees, military registration, registration of pensions, vacations and schedules. This profession is suitable for those who like inactive work in a cozy office.

Despite this, the position of a specialist in the personnel department implies the following skills: communication skills, goodwill, organizational skills, good knowledge of legislation, which in one way or another relates to labor office work.

The personnel department also has a choice of vacancies: inspector, specialist and chief. Each involves its own level of certain skills and qualities. For example, only an applicant who has higher education and have experience in a similar position. Without experience, you can become an inspector, and then move up the career ladder.

As for any other specialty, for a personnel officer there is an established template for a job description, on the basis of which various organizations approve their own. At the same time, they indicate additional conditions depending on the detail of the company, the requirements for the profession and obligations. Also, they spelled out all the rights of the employee, responsibility and conditions of cooperation.

In this video you can get acquainted with the features of the profession personnel specialist, and, perhaps, learn something new for yourself that was not considered in the article:

It is necessary for any enterprise, regardless of the form of ownership, activity and number of employees. For its competent and qualified conduct, you need to be well versed in labor law, monitor changes in legislation and have skills in the field of personnel records management.

What is accounting of personnel and why is it needed?

An integral part of the activity of each company is personnel records. It is a legally regulated work on registration, accounting and monitoring of the movement of employees of the organization.

HR activities include:

reception of employees;
layoffs;
horizontal (transfer between departments) and vertical (for example, career) movements;
business trips;
sick leave;
time sheet;
vacations (of any kind - annual, without pay, for pregnancy, etc.);
personal cards for each employee, etc.

It also applies to staffing:

maintaining military records;
regulation labor relations;
creation and registration of various (for example, on hiring, encouraging an employee, etc.);
organization of work and other aspects.

All documentation is drawn up only in accordance with the required norms and rules. Some forms are unified, others are established at the enterprise itself.

Competent organization personnel records solves many problems and tasks of the company. Of course, there are thousands of nuances, but there are basic points that apply to every enterprise.

How to organize and to whom to entrust the maintenance of personnel records?

There are several ways to organize accounting. It all depends on the characteristics of the enterprise and on what choice the manager makes. The most common options:

Create an entire HR department if the company employs a lot of people

And when the staff is small, you can hire one specialist. The advantages of this method are that the work is organized by the manager in the way he likes and is regulated and controlled according to his own principles.

There are also disadvantages: it is difficult to check the professionalism of the hired specialist, so there is a risk that a not entirely competent personnel officer will be hired.

You will have to spend time and money on training or look for another employee.

The advantages of this option for organizing accounting are that if a person was recommended, then (perhaps) he really does the job, that is, he was tested in the case. Of course, with such a personnel officer, you need to negotiate working conditions so that they suit both parties.

Entrust personnel matters to an accountant or a good secretary

Pros: It saves time and money. That is, there is no need to select a personnel officer, and there are no costs for maintaining records.

Disadvantages: the main problem when choosing this method is that employees perform extra work after the main, which leads to errors, misses, spaces and elementary absence required documents. And, of course, here are important professional knowledge on the subject of HR. And if the same secretary has them, then the risk of complications in this case is minimized. And vice versa.

Entrust personnel accounting to an outsourcing organization

good: all personnel activity falls on the shoulders of the outsourcing company, which assumes such responsibility on the basis of the contract. In addition to the fact that constant, continuous assistance is provided for personnel matters, choosing this method significantly reduces costs.

Cons: you need to choose a well-established, serious company, and it is also necessary to establish interaction, create a concept of working with specialists who will work outside the office.
The manager only has to choose the most convenient and suitable way for him to maintain personnel records, weighing all the pros and cons of each method.

Job functions of a personnel worker

They are imposed on the personnel officer in accordance with the instructions and labor agreement the following responsibilities:

This is an incomplete list of duties of a personnel worker, the requirements are approximate. There may be more of them listed (or less), but in total it is these skills and abilities that a personnel specialist must possess.

Personnel accounting: what documents are required?

Normally, each enterprise must have the following types of documents relating to personnel:

administrative (personal and production orders);
confirming labor activity;
information and settlement;
internal correspondence;
logs of control and registration.

Some personnel documents V without fail must be in the company. These include:
PVTR (internal labor regulations);

All documents are stored for a certain number of years. Are regulated:

article or section of the Labor Code;
resolution of the State Statistics Committee;
Federal Law and other regulations.

If something (instructions, orders, etc.) is not available, then this fact will need to be corrected. In general, one of the principles of the work of a personnel officer is timeliness. It greatly facilitates workdays and even gives legal force to some acts. This is actually very important - not to run the current business. Otherwise, they tend to grow like a snowball.

Organization of personnel records: how to conduct, where to start?

Having settled in a new place as a personnel officer, first you need to revise the mandatory documentation. If it turns out (and it happens) that some important papers from the list are missing, then they need to be restored. Of course, it will not be possible to carry out such work in one day.

Therefore, it is necessary to highlight the most important positions and start from them. Check for availability and literacy in the design (and if you need to correct or draw up a new document): staffing, vacation schedule, employment contracts, orders, records in labor.

Keep records of employment contracts, orders for personnel. Create . Understand personal cards (T-2). Work with local regulations.
The main thing is to complete all current documents on time. Work, relying on the Labor Code and the rules of office work. And do not destroy papers on personnel. The time of their storage is approved by the Federal Archives (“List ...” dated 06.10.2000).

All accounting documents are needed for the transparency of labor relations. Personnel system establishes norms and principles that provide stability for the employees of the organization, and administrations create favorable conditions for.

Accounting automation - 1C: the benefits of working with the program

Keep personnel records, especially in big company- This is an incredibly responsible and huge work in its scope. But here mistakes are unacceptable! But today there is a way to automate the activities of personnel officers, which can greatly facilitate and simplify the work of the department, improve activities, significantly reducing the risk of errors.

With the help of the 1C program, you can keep records in accordance with legal requirements. The database provides secure storage necessary information by employees. As it accumulates, it becomes possible to build various reports, which can help in the analysis of work and the development of new directions. For example, reports might look like this:

staff turnover rate;
personnel statistics;
movement of workers, etc.

The program helps to solve almost all problems and tasks of personnel accounting. The head of the enterprise, thanks to 1C, has the opportunity to receive information about the state of affairs in this department, analyze and make the right decisions. management decisions. And also automation allows you to synchronize the activities of several company services (accounting, personnel, accounting department), which improves work efficiency, and also creates all conditions for timely payment of salaries.

Conclusion

So, summing up, we can note the following:

Personnel accounting is an essential part of the work of any enterprise.
There are several ways to organize accounting. The choice is up to the leader.
The duties of a personnel worker are determined by the instruction and the employment contract.
There is a list of documents related to personnel work that must be present in every company. And you should start your career in the personnel department by checking these particular documents.
Keeping records is much easier if it is automated.

Personnel accounting is the core for normal and effective work any enterprise. Therefore, it must be approached with all responsibility.

In contact with

Dear Colleagues, Please write what the personnel officer in the Organization should do from A to Z, what mandatory documents should be kept?

Answer

Answer to the question:

Requirements to official duties personnel officer are provided Qualification guide positions of managers, specialists and other employees, approved by the Decree of the Ministry of Labor of Russia dated August 21, 1998 No. 37 ( see below ).

Responsibilities of an HR worker may vary from organization to organization. Somewhere the functionality of the personnel officer can be expanded at the discretion of the management.

Typically, the responsibilities of a staff member include:

Maintenance and accounting of the personnel of the enterprise, its divisions in accordance with unified forms of primary accounting documentation.
Registration of admission, transfer and dismissal of employees in accordance with labor legislation, regulations and orders of the head of the enterprise, as well as other established documentation on personnel.
Formation and maintenance of personal files of employees, making changes in them related to labor activity.
Preparation necessary materials for qualification, attestation, competitive commissions and presentation of employees for incentives and awards.
Filling out, recording and storing work books, calculates the length of service, issues certificates of the current and past labor activities of employees.
Makes entries in work books about incentives and rewards for employees.
Entering information about the quantitative, qualitative composition employees and their movement to the data bank on the personnel of the enterprise, monitors its timely updating and replenishment.
Keeping records of the provision of vacations to employees, monitors the preparation and compliance with the schedules of regular vacations.
Registration of a pension insurance card, other documents necessary for assigning pensions to employees of the enterprise and their families, establishing benefits and compensations.
The study of the causes of staff turnover, participates in the development of measures to reduce it.
Preparation of documents after the expiration of the established terms of the current storage for depositing in the archive.
Perform assembly work organizations personnel of the required professions,
specialties and qualifications.
Participate in recruitment, selection and placement of personnel.
Conduct study and analysis of job and vocational qualifications
personnel structures organizations and its subdivisions, established documentation on
accounting of personnel related to the admission, transfer, labor activity and dismissal
employees, the results of employee attestation and assessment of their business qualities with the aim of
determining the current and future needs for personnel, preparing proposals for
substitution vacancies and creating a reserve for promotion.
Participate in labor market research to identify sources of satisfaction
the need for personnel, establishing and maintaining direct links with educational institutions,
contacts with organizations similar profile.
Inform workers organizations about available vacancies.
Participate in the development of promising and current plans by labor.
To control the placement and placement of young professionals and
young workers in accordance with the educational institution profession and
specialty, conducting their internships, take part in the work on adaptation
again accepted workers to production activities.
Participate in the preparation of proposals for personnel development, business planning
career, training and professional development of personnel, as well as in assessing the effectiveness
learning.
Participate in the organization of work, methodological and information
ensuring qualification, attestation, competitive commissions, registration of their
solutions.
Analyze the state of labor discipline and performance by employees
organizations Labor regulations, personnel movement, participate in the development
measures to reduce turnover and improve labor discipline.
Supervise the timely registration of admission, transfer and dismissal
employees, issuing certificates of their current and past employment,
compliance with the rules for storing and filling out work books, preparing documents for
establishment of benefits and compensations, registration of pensions for employees and other established
personnel documentation, as well as entering relevant information into the data bank on
staff organizations.
Compile prescribed reports.

Regarding the second question:

There is no single list of documents that should be in the personnel department: each organization has its own. However, the Labor Code names documents that are mandatory in the personnel department (for example, an employment contract, vacation schedule, local regulations).

Therefore, the mandatory documents of the HR department include:

1. Employment contract. Based on Art. 56 of the Labor Code of the Russian Federation, an employment contract is an agreement between an employer and an employee, according to which the employer undertakes to provide the employee with work according to the stipulated labor function, to pay timely and in full wages, and the employee undertakes to personally comply with the labor function and comply with internal labor regulations.

2. Labor books. By virtue of Art. 66 of the Labor Code of the Russian Federation, they are the main document on the labor activity and seniority of the employee. All employers (with the exception of employers - individuals who are not individual entrepreneurs) are required to conduct work books for each employee who has worked with them for more than five days, if this work is essential for the worker. Recall that the procedure for maintaining and storing work books is approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 "On work books". At the same time, the correctness of making entries in the books is determined by the Instructions for filling out work books, approved by the Decree of the Ministry of Labor of Russia dated 10.10.2003 No. 69.

3. Income and expense book accounting for the forms of the work book and its insert, as well as labor register book books and their inserts. These books must be numbered, laced, certified by the signature of the head of the organization, and also sealed with a wax seal or sealed (clause 41 of the Rules for maintaining and storing work books).

4. Staffing and vacation schedule. The obligation to draw up a vacation schedule is beyond doubt, this is directly stated in Art. 123 of the Labor Code of the Russian Federation. But the obligation to maintain a staffing table is not provided for by the Labor Code, although its form No. T-3 was approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

On January 1, 2013, a new federal law dated December 6, 2011 No. 402-FZ “On Accounting” came into force and each organization has the right to develop its own forms of primary accounting documents. The obligatory nature of unified forms will remain only for budgetary organizations.

However, the regulatory authorities, and the courts, when considering labor disputes almost always request this document. The presence of the staffing table and changes in it give us a rationale for the dismissal of employees to reduce the number or staff of employees. The staffing will allow the employer to budget its costs for staff salaries.

5. Time sheet. The time sheet must be kept in each organization on the basis of Art. 91 of the Labor Code of the Russian Federation, which obliges the employer to accurately record the working hours worked by each employee.

6. Personal cards and orders for personnel. The forms of these documents are established by the Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1. A personal card (form T-2) is mandatory due to the requirements of the Rules for maintaining and storing work books, since the employer duplicates the entries in the work book in it and is obliged to familiarize the employee with each such entry (item 12). In addition, in this document contains the personal data of the employee, so it must be kept in a safe so that unauthorized persons do not have access to them.

Orders (on hiring (forms T-1, T-1a), on transfer (forms T-5, T-5a), on promotion (forms T-11, T-11a), etc.) are also required, because on their basis, the employee is granted leave, he is sent on a business trip, the accounting department calculates and makes payments, etc.

7. Orders for the main activity. Firstly, such orders must be kept separately from personnel orders, and secondly, they must have the signature of the head and, in some cases, approval visas.

8. Job descriptions of employees. The Labor Code does not contain any mention of the job description, although it is an integral tool for regulating labor relations. Rostrud in Letter No. 3042-6-0 dated August 9, 2007 noted that this is not just a formal document, but a document that defines tasks, qualification requirements, functions, rights, obligations, responsibility of the employee. Moreover, this department recommended that they be developed for each position (including a vacant one) available in the staff list, noting that the job description can be both an annex to the employment contract and a separate document.

9. Journal of audits. The obligation to keep this journal is established by Art. 16 of the Federal Law of December 26, 2008 No. 294-FZ "On the Protection of the Rights of Legal Entities and Individual Entrepreneurs in the Implementation of State Control (Supervision) and Municipal Control". In such a journal, the regulatory authorities make a record of the inspection carried out. Standard form magazine approved by the Order of the Ministry of Economic Development of Russia dated April 30, 2009 No. 141. Remember that the magazine must be stitched, numbered and certified with a seal legal entity or individual entrepreneur.

10. Register of employees leaving on business trips from the sending organization (application number 2). Register of employees who arrived at the organization to which they are seconded(Appendix No. 3). The obligation to maintain these logs is established by the Procedure for Accounting for Employees Leaving on Business Trips from the Sending Organization and Arriving at the Organization to which they are seconded, approved by Order of the Ministry of Health and Social Development of Russia dated September 11, 2009 No. 739n.

11. Local regulations. This is a fairly large block of documents, because it is with such acts that the employer regulates his activities and certain processes within the company. However, local regulations may or may not be in the organization. However, there are such acts that the employer is obliged to develop and put into effect in any organization:

- Internal labor regulations- the first and most important local normative act regulating the procedure for hiring and dismissing employees, the basic rights, obligations and responsibilities of the parties employment contract, working hours, rest time, incentives and penalties applied to employees, as well as other issues of regulating labor relations at this employer(Article 189 of the Labor Code of the Russian Federation). It is requested in almost any type of labor dispute.

- Regulations on wages(It is additionally possible to draw up a separate provision on bonuses if there is no section on bonuses, allowances and additional payments in the regulation on remuneration or internal labor regulations). It is required by Art. 135 of the Labor Code of the Russian Federation, in accordance with which wage systems, including sizes tariff rates, salaries (official salaries), additional payments and allowances of a compensatory nature, including for work in conditions that deviate from normal, systems of additional payments and allowances of a stimulating nature and bonus systems are established by collective agreements, agreements, local regulations.

- Regulations on the storage and protection of personal data. By virtue of Art. 87 of the Labor Code of the Russian Federation, the employer must have a local act establishing the procedure for storing and using personal data of employees.

Thus, above we have listed all the documents that should be in any personnel department. However, there are also those that are developed and approved only in a particular organization, depending on the specifics of the activity. So, in addition to local regulations, provisions on trade secrets can be developed, internal investigation, carrying out certification, on passing probationary period etc. In addition, depending on the working conditions, a shift schedule, a list of positions for workers with irregular working hours, agreements on collective or individual liability etc.

1. forms of document registration logs;

In the course of the activities of the organization, various accounting and registration logs are kept, including directly in the personnel service.

Logging helps, if necessary, to facilitate the search for the necessary information or to make a selection for any analysis.

For more information about the journals, their purpose, the mandatory maintenance and retention periods, see the table below.

Samples of magazine design can be viewed by clicking on the links:

Required fields

Details in the materials of the System Personnel:

1. Answer:How to make a nomenclature of cases in the personnel service

Appointment of the nomenclature of cases

Usually, the nomenclature of cases is compiled as a single document for the entire organization. At the same time, it includes the nomenclature of individual divisions. For example, the office, the secretariat, financial department, administrative department, personnel department.

Types of nomenclature of cases

There are three types of nomenclature of cases: typical, exemplary and individual.

The typical nomenclature of cases provides for a mandatory list of cases that are opened in organizations of the same type. As a rule, standard nomenclature is developed in institutions that have a wide network of subordinate organizations.

The approximate nomenclature of cases is similar in purpose to the typical nomenclature. It is also developed for organizations of the same type, but it is only advisory in nature. This means that subordinate enterprises are given the right to decide for themselves whether to accept the document as a sample or develop their own workflow scheme.

Each organization develops an individual nomenclature of cases. At the same time, the headings of cases and the terms of storage of documents are completely transferred to it from the standard or exemplary nomenclature. If the organization does not have a typical or approximate nomenclature of cases, it develops an individual nomenclature on its own.

Such types of nomenclature of cases are provided for in the GSDOU, approved.

Terms of approval of the nomenclature of cases

The nomenclature of cases must be developed and approved in the organization at the end of each calendar year, and to enter into force from January of the next year. For the development of the nomenclature, as a rule, the clerical service of the organization (office, secretariat) is responsible. the main task official who heads this structural unit, collect parts of the future unified nomenclature from all departments of the organization, summarize them, make the necessary changes and give the document the established form. Then the document must be coordinated with the expert commission of the company and with the archival service ( expert commission created in the organization to determine the value of the document and consists, as a rule, of full-time employees). After the draft nomenclature of cases receives the approval of specialists, the head of the records management service must put his signature on it. In the final version, the document must be approved by the head of the organization, stamping the approval stamp on it.

Nomenclature of affairs of the personnel service

Filling in the nomenclature of cases

Fill in the columns in the following sequence - No. 1, No. 2, No. 4, No. 5. Enter the data in column No. 3 last, namely at the end of the calendar year, when the exact number of storage units (volumes, folders, books, magazines) becomes known ).

Column No. 1 of the nomenclature of cases

In column No. 1 of the nomenclature, put down the indexes of each case. The index consists of two parts: number (code) structural unit in accordance with the organization's staffing table and the serial number of the case formed in the personnel service. Case indexes are denoted Arabic numerals. For example, 05-07, where 05 is the code of the personnel service according to the staffing table, 07 is the serial number of the case (folder) according to the nomenclature of cases. Separate groups of index numbers with a hyphen. Subsequently, transfer the indexes of cases from the nomenclature to the roots of folders (folders), and when submitting cases to the archive, to the cover of the case. Cases that contain issues not resolved within one year, enter in the nomenclature of the next year with the same index. Such cases include, for example, personal cards, work books, accounting journals.

Column No. 2 of the nomenclature of cases

In column No. 2 of the nomenclature, indicate the headings of cases (folders) of all documents that you work with (incoming, outgoing, internal), as well as reference and registration materials (card files, journals (books) of accounting and issuing documents). Do not include headings in the nomenclature printed publications(bulletins, tariff and other reference materials).

Arrange the titles of the cases in a specific order. This sequence depends on the importance of the documents included in the case. First, list the headings of cases containing organizational documentation - Regulations on the personnel department and job descriptions employees, . Next, enter the headings of cases containing administrative documentation - orders for hiring, transferring and dismissing employees, for penalties, incentives, business trips. Then indicate the headings of cases with accounting and reference documentation - staffing, personal cards, vacation schedules, registers of employees sent on business trips, etc. Complete the list with official internal correspondence (reports, explanatory notes, submissions).

Editor's Tip : after you list the titles of all existing cases in the nomenclature, in column No. 1, put down a few more indices as reserve numbers, and in column No. 2, leave a free space. This is necessary to take into account new, not previously foreseen cases that may arise in the personnel department during the year.

Column No. 4 of the nomenclature of cases

In column No. 4 of the nomenclature, indicate the storage period for each case and the numbers of the relevant articles according to the approved one. When filling out this column, keep in mind that the nomenclature must contain the headings of all cases filed during the year. At the same time, enter the personal files of employees, regardless of their number, into the nomenclature as one file or as two files, for example, “Personal files of senior employees” and “Personal files of employees”. The reason for this separation is different retention periods: the personal files of managers are kept permanently, and the personal files of employees have limited time- 75 years (list, approved). As one thing in the nomenclature, include personal employee cards, as well as work books. An independent business in the nomenclature will be each journal or book of records that is maintained in the personnel service.

Column No. 5 of the nomenclature of cases

In column No. 5 of the nomenclature, mark the opening of cases, the transfer of cases, the allocation of cases for destruction, the persons responsible for the formation of cases, the transfer of cases to another organization, etc. For example, a note may look like this: “Case filed 01/13/06”, “Original documents are stored in general department", etc. Such marks can be put during the entire period of validity of the nomenclature.

Summary record of the number of cases

At the end of the calendar year, the clerical service of the organization (another service responsible for compiling the nomenclature of cases) must compile a final record on the number of filed cases (volumes, parts) of permanent and temporary storage ( GSDOU, approved).

Nina Kovyazina,
Deputy Director of the Department of Education and Human Resources of the Ministry of Health of Russia

2. Answer:What accounting and registration logs need to be kept in the personnel service

Types of magazines

In the course of the activities of the organization, various accounting and registration logs are kept, including directly in the personnel service. In general, all registration logs are aimed at keeping records and structuring any:

Logging helps, if necessary, to facilitate the search for the necessary information or to make a selection for any analysis. For example, you can quickly determine when the inspector from Rostrud last came.

All accounting and registration journals that apply personnel service, can be divided:

on mandatory for maintenance;
to the recommended ones.

Scope of regulation	Name of the normative act
	General issues of labor law
Basic rules and principles of relations between an employee and an employer, the procedure for formalizing personnel procedures, providing guarantees, compensations, including certain categories employee	Labor Code of the Russian Federation No. 197-FZ dated December 30, 2001 (hereinafter referred to as the Labor Code of the Russian Federation)
	HR records management
The procedure for processing personnel documents (orders No. 402-FZ "On accounting" for personnel, staffing, vacation schedule, etc.)	Article 9 federal law December 6, 2011
	Unified forms of primary accounting documentation on accounting for labor and its payment, approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1 (if the employer continues to apply them in accordance with the local act)
	GOST R 6.30-2003 “Unified system of organizational and administrative documentation. Requirements for paperwork”, approved by the Decree of the State Statistics Committee of Russia dated March 3, 2003 No. 65-st
Rules for the maintenance, storage and accounting of work books	Rules for maintaining and storing work books, preparing work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225
	Instructions for filling out work books, approved by the Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69
Creation of an archive in the organization in accordance with the rules for accounting, storage, acquisition and use of archival documents	Federal Law of October 22, 2004 No. 125-FZ “On Archiving in the Russian Federation
	List of typical managerial archival documents generated in the course of activities government agencies, bodies local government and organizations, indicating the periods of storage, approved by the order of Russia dated August 25, 2010 No. 558
	sick leave
The procedure for filling out a sheet of temporary disability, registration of leave	Federal Law of December 29, 2006 No. 255-FZ “On Compulsory Social Insurance in Case of Temporary Disability and in Connection with Motherhood”
	Order of the Ministry of Health and Social Development of Russia dated April 26, 2011 No. 347n “On approval of the form of the sick leave form”
	Personal Information
Working with personal data of employees of the organization	Federal Law of July 27, 2006 No. 152-FZ "On Personal Data"
	military registration
Maintaining military records in organizations, the rights and obligations of managers and responsible persons in the field of military records	Federal Law of March 28, 1998 No. 53-FZ "On military duty and military service"
	Regulations on military registration, approved by Decree of the Government of the Russian Federation of November 27, 2006 No. 719
	Guidelines on maintaining military records in organizations approved by the General Staff of the Armed Forces of the Russian Federation on April 11, 2008.
	Interaction with the FIU
The procedure and amount of insurance contributions to the Pension Fund for mandatory pension insurance of employees	Federal Law of December 15, 2001 No. 167-FZ "On Compulsory Pension Insurance in the Russian Federation"
	Interaction with the FMS of Russia
The procedure for issuing a work permit, labor regulation with foreign employees	Federal Law of July 25, 2002 No. 115-FZ "On the Legal Status of Foreign Citizens in the Russian Federation"
	Federal Law of July 18, 2006 No. 109-FZ “On Migration Registration of Foreign Citizens and Stateless Persons in the Russian Federation”
	Order of the FMS of Russia dated June 28, 2010 No. 147 Procedure and timing Administrative regulation, approved by order of inspection by the Federal Migration Service of the Ministry of Internal Affairs of Russia No. 338, the Federal Migration Service of Russia No. 97 dated April 30, 2009
	Checks
The procedure for conducting inspections by state and municipal authorities	Federal Law No. 294-FZ of December 26, 2008 “On the Protection of the Rights of Legal Entities and individual entrepreneurs in the exercise of state control (supervision) and municipal control”