Personnel accounting in LLC from scratch - step by step instructions. HR records management from scratch - step by step instructions HR records management step by step instructions

Even the smallest enterprise has employees, which means that there is a need to maintain various personnel documentation.

In companies that have been on the market for a long time, usually personnel records management is well established, but in newly created organizations, everything needs to be created from scratch.

Who is in charge of the business in the company?

As a rule, employees of the personnel department are engaged in maintaining personnel records management and processing all documents, but if the enterprise is small, then this work can be entrusted to one of the employees as. Usually this is an accountant or.

If the enterprise has a large number of employees, then a personnel department is created, in which there may be several specialists. The need for personnel is determined not only on the basis of the number of employees (although this is the main factor), but also on the specifics of the enterprise itself. So in an organization with harmful and dangerous production, personnel officers will have more work.

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Collection of the necessary legislative base and regulatory documents

The first thing to do when creating a personnel workflow from scratch is to decide which documents should be. There are documents that must be mandatory at every enterprise, and there are those that are required only to perform a certain type of work or company activity.

By the way, the regulatory documents themselves, regulating the availability of components of personnel documentation, will also not be superfluous to store in a separate folder, so that if necessary they are always at hand.

Orders in terms of personnel and personnel. Personnel orders include orders related to the movement of workers:, dismissal, and. These orders refer to seniority and are therefore kept for 75 years.

TO personnel orders all others include:

• holidays;
• premiums;
• business trips;
• disciplinary sanctions, etc.

Shelf life these orders is from 3 to 5 years.

It is more expedient for these two types to have two separate folders.

The next mandatory document is, which reflect all basic information about the employee. These cards can be kept either separately or as part of the employee's personal file.

The third required document is . At present, according to the legislation, even an individual entrepreneur must draw up work books, not to mention enterprises of other forms of ownership. The employer must issue a work book within three days from the date of acceptance of the employee.

Since work books are, it is imperative to keep them. This book has also been kept for 75 years.

The next required document is . It must be concluded with each employee hired, regardless of the term.

Once new jobs are created, it is necessary to hold a special job for each of them. Documents related to the SOUT are stored until they are replaced with new ones, as a rule, once every 5 years.

TO other mandatory documents applies to:

There are also documents that the law does not oblige to keep, but, nevertheless, almost every employer has them, this is the basis book for orders.

Collection and study of constituent documents

After you have decided on the general mandatory documents, you need to decide on the rest of the documents. To do this, you need to study all the statutory documents regulating the activities and production process of the enterprise.

Here the documents can be very different. For example, if PPE is also required for employees, then it is imperative to approve by order or other administrative document the list and terms for providing them to the category of workers.

If there are people at the enterprise who have irregular working hours, work at night, work in harmful and dangerous conditions, then it is necessary to document the benefits and compensations due to them.

Making a list of documents

When the entire list of necessary documents is determined, you can begin to draw up the Regulations on the conduct of personnel records management.

This provision lists all the necessary documents, the procedure for their maintenance and storage periods. This provision is not mandatory, but greatly facilitates the work of the personnel department.

Registration for the job of a director

If an enterprise is created from scratch, then the first person to be registered is the head of the enterprise.

It is he who then concludes employment contracts with the rest of the employees. If the position of the director is elective, by competition, then the chairman of the elected body concludes, if the enterprise has founders, then they sign the contract. If the head is simultaneously the sole founder or individual entrepreneur, then he signs an employment contract for both the employee and the employer.

Be that as it may, the conclusion of an employment contract and the execution of an admission order are mandatory procedures.

Drawing up local regulations

In order to determine what positions and how many of them are necessary for the operation of the enterprise, a staffing. There is a unified form for it, and although it is not required to be used, it is very convenient.

You can add additional columns if you wish. The staff list indicates the name of the position, the required number of staff units, salary or form of remuneration and the required allowances. All positions in the staffing table are indicated, starting with the most important and ending with support staff.

IN work schedule first of all, the work schedule of the enterprise is indicated, if there are shift schedules, then they are signed in detail. This document may also indicate the requirements for the appearance and behavior of employees, corporate ethics, and so on.

Development of a standard sample of an employment contract

The employment contract must include all the main provisions listed in the labor code.

Here applies:

In addition to these points, the employer may include in the employment contract any other points that do not contradict the law.

Preparation of accounting documents

All ledgers before you start using them need to prepare. Namely, each magazine should be numbered and sealed. Sheets are numbered by continuous numbering, starting from the first to the last. Then all sheets, except for the cover, are stitched with a thread and two tails are brought out to the last flyleaf. They are sealed with a piece of paper, but which indicates the number of sheets and is signed by the head or the person responsible for keeping the journal.

Each journal indicates the date of its beginning, and the name of the organization is required.

Appointment of a person responsible for maintaining work books

Employment books are one of the most important documents of personnel records and belong to strict reporting forms, then they should be treated with care. They must be kept in a locked safe.

To maintain work books, a responsible person is appointed who fills them out and is responsible for storage. Responsibility is assigned to the employee by order of the organization.

Employee recruitment

For each employee, it is necessary to perform a certain sequence of work:

• employee reception;
• familiarization of the employee with all local regulatory documents, regulations on remuneration, internal labor regulations, collective agreement, etc.;
• registration of an employment contract, its signing. Be sure to put a note in the employment contract that the employee received one hundred and second copy in his hands;
• issuance of an order for employment;
• filling out a personal T-2 card and forming a personal file. It includes the following documents: an application for admission, copies of personal documents, a copy of the admission order, a personal card, documents on education and qualifications, an employment contract, and other necessary documents.
• transfer to the accounting department of all necessary documents for the employee for accrual.

The following video playlist provides guidance on how to manage HR records:

HR records management from scratch: a step-by-step guide 2019

HR MANAGEMENT FROM ZERO:

a short approximate step-by-step guide to setting up personnel records management in a newly opened company

(if you want to clean up an already running campaign, then another step-by-step guide is more suitable for you - restoration of personnel records >>)

If you were instructed to deliver in a newly opened company HR management from scratch, and you have little experience in this area (maybe you are the creator, leader and so far the only employee of a new company, a novice personnel officer, or in general an accountant or office manager who was "hung" with personnel, or a novice entrepreneur), then our guide will surely help you. It is made simple and accessible, especially for beginners in the personnel business.

And by all means The rich stocks of our website will help you :

• free reference base on personnel records management: 25 main step-by-step procedures (hiring, vacation, dismissal, etc.), 200 samples of documents on personnel, the block "Employment books" (sample filling and consultations), 5 manuals on personnel matters, consultations, articles on personnel) and much more;
• a large reference base available to subscribers of the "HR Practitioner" magazine (the price is affordable for everyone >>): 140 step-by-step instructions on personnel work, more than 1000 samples of personnel documents, bins of consultations and articles, a course on the basics of personnel records management, a bookshelf, etc .;
• our best HR books.

So, you have been assigned personnel. Where do we start?

1. Let's stock up on the necessary laws, special literature and programs. All this you will need in your work.

• Needed Violation of labor laws can lead to big fine. Therefore, knowledge and compliance with labor laws must be approached responsibly.
• From the special literature, we are pleased to offer you manuals (you can download for free) and our best HR books. The storerooms of the reference databases of the site will also be useful.
• Discuss with management the issue of acquiring a program in which to keep personnel records. There are many such programs, and many specialized ones are very, very convenient. Some somehow bypass the functionality of 1C. But most companies keep personnel records according to tradition in 1C. The fact is that there are plenty of 1C support specialists in any city, but you will not find specialists in supporting other programs everywhere.

2. We take copies of the founding documents of the organization from the management and carefully study them.

Personnel documents will have to comply with the constituent documents of the company, and not contradict them in any way. Read in the Charter the procedure for hiring a director (you will be hiring him) and the procedure for setting his salary, the period for which an employment contract can be concluded with him - some features may be spelled out in the Charter. Sometimes the Charter prescribes the procedure for hiring key executives and establishing remuneration systems for them (for example, with prior approval of the general meeting of founders), and even the procedure for approving the staffing table.

3. We determine the list of documents that should be in the area of ​​personnel work, and which we will draw up.

It is clear that you will draw up the documents required by law in any case. Check with management which of the optional documents you will prepare for the company. Also, you can clarify with the director in advance what special conditions he wants to see in the internal labor regulations, other local regulations, in the forms of employment contracts.

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:

"The employer is a small business entity, which is classified as a micro-enterprise, has the right to refuse in whole or in part from the adoption of local regulations containing labor law norms (internal labor regulations, regulation on remuneration, regulation 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, which is classified as a micro-enterprise, must include in labor contracts with employees conditions regulating issues that, in accordance with labor legislation and other regulatory legal acts containing norms labor law, should be regulated by local regulations..."

4. We make out the director

Check if the director (general director) is properly registered. If not, then first of all we draw up a director. He is the first worker! From the documents it should be clear from what date the director has been working. A step-by-step procedure for applying for a director’s job is in a large reference database and in the “Package of Personnel Officer”, the necessary sample documents, thematic consultations there.

5. We draw up a staffing table, internal labor regulations, other local regulations (see table from paragraph 3).

Surely the company does not yet have a staffing table and internal labor regulations and other local regulations. We compose them. All these documents are coordinated with the director. We take into account the comments and wishes of the director, check whether they contradict the law. Ready-made versions of these documents are agreed upon in the manner prescribed by law (if necessary, taking into account the opinion of the representative body of employees), then the head of the company approves them. We have many examples of such documents freely available on our website. There are many more such samples and thematic comments on them, step-by-step procedures for their approval are in a large reference database and in the “HR Package”. On our website in free access you can read a new useful article " Staffing: form and content". We recommend that subscribers of the magazine "Practitioner-Practitioner" read the article: " We draw up internal labor regulations: legal, thoughtful and beneficial to the employer" and see templates of local regulations.

6. We are developing a standard form of an employment contract, which will be concluded with employees.

For subscribers of the journal "Practitioner-Practitioner" we recommend a training manual: "We hire an employee: personnel issues". From it you will learn, among other things, which conditions are favorable for the employer to include in the employment contract, and which conditions, on the contrary, are undesirable and dangerous.

7. We are preparing other documents that we will need to conduct personnel work in the future:

We prepare accounting books, registers, timesheets, order forms, liability agreements, etc.

8. We decide with the management the question of who will keep work books .

If the employees have not yet been hired, then the head of the organization (director) will have to keep work books first. An order is issued for this. On our website there is a sample order for the head of the organization to take responsibility for maintaining, storing, recording and issuing work books. Such an order is mandatory, this is a requirement of the Decree of the Government of the Russian Federation. Failure to do so may result in a fine for the employer. Subsequently, the director may transfer these powers to the accepted personnel officer, also by order. On our website there is a form of order on the appointment of those responsible for the maintenance, storage, accounting and issuance of work books >>

9. We arrange for the work of employees.

Then the employees will begin to work and the phase of everyday work will begin for the personnel worker, you will need to keep a time sheet, draw up a vacation schedule, arrange vacations, apply incentives and penalties, business trips, combinations, dismissals and much more ... In all this, you will be helped by the resources of our site.

The HR department is one of the most important links in any modern organization. Only thanks to the specialists of this service is it possible to effectively manage the activities of the enterprise.

HR records management from scratch, step by step instructions

But in order to properly organize its functioning, it is necessary:

• clearly define the job responsibilities of employees responsible for the development and preparation of the necessary documents; know the rules for the formation of executive bodies and appointment
• leaders;
• correctly recruit new employees, transfer them and dismiss them;
• work on the basis of applicable laws in the field of personnel records management;
• create the necessary acts and regulations at the enterprise level.

In order to quickly and competently organize the effective activities of the personnel department, it is recommended to develop and use a special algorithm for performing the necessary actions.

Who is in charge of the business in the company?

Before you create a plan for organizing an effective workflow, you need to decide on the performer of the role of a personnel specialist. Even in a small enterprise, for intra-organizational document management, the position of a secretary or clerk is usually included in the staffing table.

There are two main reasons for this:

• large volumes of documentary work with which the responsible person operates daily;
• the need for a narrow specialization in working with documents, it is desirable that the assigned employee has an education in the specialty of a secretary-referent, personnel manager or clerk.

Of course, in practice it is acceptable to assign additional responsibilities to someone who also works with documents, such as a lawyer or accountant. However, this can seriously reduce the efficiency of the employee's main activity, since office work requires a lot of attention.

An overload of the responsible person and the appearance of fatal errors in his work is possible. Therefore, most often preference is given in favor of introducing a separate position.

Stages and walkthroughs

The organization of any system of personnel records management will consist of the following stages:

Required Documents

To establish a stable work of the clerical service, you will need to create the following documents:

• Staff schedule. Contains information about the positions that exist in the organization. To draw up a document, it is necessary to refer to the current legislation, since its form is completely unified for all enterprises in the territory of the Russian Federation;
• Time is a valuable resource. In order not to waste it on manually compiling a new contract or job description each time, you should prepare templates for each position from the staff list;
• Creating a nomenclature of cases or making changes. The nomenclature of cases is usually called a list of all types of documents created in the organization and an indication of their location and storage periods. Usually it contains many sections, one of which should be devoted to personnel records management;
• Internal labor regulations, according to which the daily work order, rest time and much more will be organized.

Registration of the head

If the organization has not yet appointed a leader, then this will be done first. He will be:

• form administrative staff;
• register constituent documents;
• sign organizational and administrative and other documents.

Registration of the head takes place in accordance with the decision that the founder makes in a collegiate manner or individually. They issue an order in respect of the person appointed by the first person of the enterprise.

Regulations

For the proper organization of the work of the HR office, you will need to use the main regulations of the current legislation:

Accounting documents

There are several main types of accounting documents, due to the maintenance of which the proper procedure for document flow is ensured:

• Accounting sheet (or book) of the personnel of the enterprise. Brief information about the number of employees is entered into it;
• Registration journal of labor contracts. Allows you to track the conclusion of all contracts with employees. Keeping this journal ensures the reliability of document storage. Nothing will be lost without a trace, it can be used to track the presence or absence of labor agreements;
• The registration log necessary for the operational tracking of personnel changes;
• Journals of accounting for incoming and outgoing shipments. In them you can see the history of various business correspondence and clarify the sending or receiving of various letters;
• Accounting book of personal cards, which contain information about forms with personal data of employees. It is needed when there is a need to study the personal data of an employee.

Labor books and their storage

Work with work books has two main features that must be considered.
An employee who is hired must provide his book to the employer. She will be kept by him until the termination of the employment contract.

If the work at the enterprise is part-time, then the book is not transferred for storage, however, its certified copies from the main place of work are provided.

In this document, the secretary makes a note that the employee has been hired by the organization, indicates its organizational form and name. Then this record is certified by the head of the enterprise.

Registration of employees

In order to properly register an employee, it is enough to follow a simple algorithm:

• Take a statement from the employee in which he will indicate information about what position he is applying for, what size of the rate he is interested in, and from what date he will start working.
• Obtain from the employee the necessary copies of documents, such as a passport, SNILS, TIN, bank details for transferring wages.
• Conclude an employment contract and issue a job description under a personal signature. These documents establish a legal relationship between the employee and the employer.
• Keep a personal file, which will include an application and copies of documents. Fill out a card in the T2 form, in which to write down all the necessary information.
• Issue an order according to which the employee is hired.

Conclusion

Thus, in order to create a personnel records management service, it is enough to use the above instructions for organizing its work. The main thing when creating such a service is to rely on the provisions of the current legislation and take into account the needs of the enterprise, depending on its organizational features.

In contact with

Work with personnel is the destiny of any employer who has hired personnel to perform the necessary labor functions. According to the current legislation, management must keep a strict record of personnel, which is associated with the execution and maintenance of various documentation.

Companies, enterprises and organizations that have been on the market for a long time have well-established office work. But new legal entities that have recently been registered have to deal with personnel papers from scratch, which always causes certain difficulties.

Obviously, a qualified specialist should be engaged in maintaining the documentation.

Usually this is a person who received a position as a part-time - chief accountant or secretary of the head. But at large enterprises, issues in this area are resolved by an entire personnel department, since it is required to process large volumes of documentation, and then monitor its correct maintenance.

The number of required specialists is determined by management, taking into account not only the number of personnel, but also the specifics of the production or commercial activities of this legal entity.

For example, at enterprises with labor activities, there is noticeably more paperwork for personnel officers than in a regular office with comfortable working conditions.

When organizing office work, it should be borne in mind that this is a phased process that does not tolerate errors at each stage.

Stages and walkthroughs

The work of the personnel department and the activities of the legal entity as a whole is determined by the legislative and regulatory framework. Therefore, management needs to decide which documents will be required at the first stage.

There is a list of mandatory ones that are present in any organization and enterprise, as well as specific documentation necessary for the operation of individual enterprises, companies and organizations.

Such documents are called normative and are stored in the personnel department in a specially designated folder or safe box.

Required Documents

There is a list of mandatory documents that are required by the employer already at the first stages of the activity of a legal entity. This:

• Various types or basic administrative documents. Through orders, the admission or dismissal of employees is formalized, they are moved within the same enterprise or organization. These documents are relevant to employees and for this reason are kept for 75 years.
• Also, orders related to personnel include the design of vacation periods, decrees, periods for caring for children, sending on business trips, assigning bonuses and other rewards, issuing, and so on. These orders are stored in the archives a little less - on average, three to five years.
• It is recommended to have two folders. One of them will contain orders for the hiring and dismissal, as well as the movement of employees. And in the second, all other orders related to the working staff.
• The next type of important documents is the personal cards of employees, drawn up on the T-2 form. This type of document includes all the basic information for each of the employees. You can store cards in a separate folder or together with personal files (as an investment in personal files).
• Another mandatory document is that which is started by the employer for each employee, and then drawn up and maintained in accordance with the requirements of the Government of the Russian Federation, reflected in a special resolution under number 225.
• Books are issued within three days from the date of admission of a new employee to a vacant place. This document is not issued to the employee until the very last day of work upon dismissal. Since books are documents that are subject to strict accounting, a separate accounting book () is created for them. In such a journal, the movement of labor and inserts to them is recorded. The period of storage of books and accounting journal is 75 years.
• Another important document is concluded between the employee and the employer, and testifies to the beginning of labor activity. Depending on the type of document ( or ), the period of its storage varies. An urgent document is stored for at least five years, and an indefinite document remains in the archive for 75 years.

Also, for a young legal entity, it is necessary to assess the workplaces in terms of working conditions and their compliance with basic standards.

Documents related to this area are usually updated once every five years.

But the list of basic documents is not limited to this list! Additionally you will need:

• Draw up a staffing table, taking into account the norms for all categories of workers (for example, part-time workers, pregnant employees, disabled people).
• Approve a document reflecting the procedure for remuneration. This includes, for example, a fixed amount for part-time employees.
• Create a journal to record workers sent on business trips, and a separate one.
• Develop and adopt internal regulations. For example, to establish disciplinary punishment for absenteeism and lateness.

Optional, but still necessary documents include: collective agreements, grounds for issuing orders (a separate book), various instructions for staff and individual positions.

It is important to take into account all the nuances of commercial and industrial activities! For example, in hazardous production, it is necessary to reflect in local documents the procedure and norms for issuing products, as well as the payment of additional ones. And if special clothing is required, the timing of its issuance to employees is fixed in a separate order or other administrative document.

If software is required for the functioning of accounting or other departments, a list of necessary programs is determined.

When the entire list of documents is established, it is necessary to display the order of their maintenance in a special Regulation on record keeping. This is also an optional document, however, its presence will greatly facilitate the task for the personnel department employees - they will know exactly what and when the management requires them.

Registration of the head

The new legal entity needs a formal manager. Typically, an employer hires a CEO. This employee is entrusted with the reception of working personnel for vacancies and the conclusion of contracts with people.

If the director is simultaneously the sole founder, a separate agreement is still concluded with him (the founder hires himself). The same rule applies to entrepreneurs - they sign the contract both on their own behalf and on behalf of the hired manager.

After the conclusion of the contract, it is mandatory to issue - this is a mandatory procedure for hiring a director.

Regulations

After the director is hired, the number of positions (jobs) is determined, necessary for the normal functioning of an enterprise, company or organization. Based on the figures obtained and taking into account the production cycle, as well as other features of the activities of the legal entity, a staffing table is developed.

To draw up this document, it is customary to use a unified form, although this is an optional requirement and, at the request of the employer, additional columns can be added to the document.

All positions are listed in the document, starting with the main one (from the director) and ending with the positions related to the support staff. For each required position, the required number of staff units, their salary and allowances are fixed.

Then a work schedule is created, including for all staff.

If it is supposed to be divided into shifts, the schedule for each of them is prescribed in detail and in full.

This document also briefly indicates the basic requirements for the appearance of employees, their behavior, compliance with the schedule, and so on.

At the next stage, development is carried out, which is concluded when a new employee is hired for a free position. The document must take into account all the basic requirements of labor legislation, as well as the provisions of local documents. Usually, the development of this document is carried out by the employer's lawyers or hired specialists.

The document includes the following main points (additional ones can be made if they do not contradict the Labor Code):

1. The name of the legal entity, its address, telephone number, last name, first name and patronymic of the authorized representative, and his position (usually a director).
2. Passport details of the hired employee. For them, a separate paragraph is allocated in the header of the document.
3. The position of the employee, the type of his contract (fixed-term or open-ended), an indication of the type of workplace (main or additional).
4. A detailed list of the main job functions and responsibilities. It is not necessary to give a complete list! It is enough to refer to the instructions approved for a specific position.
5. Information on payment for labor activity, accrual of additional compensations and benefits, procedure for granting vacation periods.
6. Information on the work schedule, additional payments for overtime work.
7. List of grounds for termination of the document and other additional information.
8. Signatures of both parties, their details, wet seal of a legal entity.

Accounting documents

To record documentation, special books (magazines) and folders are created. Each of the magazines is stitched with obligatory page numbering. A square of white paper is pasted onto the firmware on the back of the magazine, on which the authorized person puts his signature and the date of verification (head or other official).

The cover of the journal (book) indicates the full name of the legal entity and the start date of maintaining this accounting document.

Labor books

For a separate order, a responsible employee is appointed who will fill out and store the books of all employees.

Since these are strict reporting documents, their movement is controlled through a separate accounting journal. And storage is carried out in a separate safe with the obligatory locking of this storage with a lock.

The person appointed for maintenance oversees the timely and correct completion of the books, and, if necessary, makes the necessary changes to the documents, certifying them with his own signature. The same employee controls (the dismissed employee must sign in the accounting journal, confirming the receipt of labor).

Registration of employees

The full functioning of a legal entity begins with. Recruitment for vacancies of workers is accompanied by documentary registration and this is not only the issuance of an order or the signing of an agreement.

Employees of the personnel department are required to accept and prepare a number of documents:

• Receive an application from the applicant for a consolidated workplace and assign a registration number to the document (reflect it in a special accounting journal).
• Familiarize the beginner with all instructions and local documents. For example, such documents include a collective agreement, and in some cases a document on full liability imposed on the entire team.
• Draw up a contract and submit it for signing to the manager, and then to the employee.
• At the same time, a note is made on the main copy that the second copy of this document was handed over to the employee.
• Issue an order, register it in the ledger and transfer it to the head for signing.
• Based on the signed order, issue a personal card and an employee's file.
• A personal file is formed from several documents (application, copies of the employee's personal documents, documents on education received and qualifications, contract, order).
• Transfer the necessary documents to the accounting department for the timely calculation of wages to the employee.

At this stage, the documentation of each individual employee can be considered completed, and the enterprise, company or organization is ready for the main activity.