An automated system in an enterprise today is not a fad, but an urgent necessity. One of the trading companies managed to implement an automation project, literally from scratch. By the time of implementation, the organization’s staff numbered more than five hundred people. At the same time, the personnel service did not have a single software product.

It was difficult to establish communications between the company's services. The desire to eliminate this problem, as well as solving the urgent problem of creating a common employee database, became the main reasons for automating business processes. The project was initiated by two divisions: the financial department and the personnel service. It was they who formulated the main parameters of automation, answering three fundamental questions:

What would you like to get as a result of the project?

What financial costs will the company incur in connection with this?

How long will it take to prepare and implement automation?

To work on the project, an initiative group was created, which included specialists from three departments:

information technology services - its tasks included analyzing programs on the market, assessing the possibility of their interaction with IT products that the company planned to implement in the future, as well as resolving issues related to further maintenance of the program;

financial department - determining the range of automation tasks related to payroll calculations;

personnel services - formulation of project objectives in terms of employee management.

First of all, the initiative group analyzed the information services market. It turned out that from the point of view of the tasks facing the company, almost all software products need improvement. Choosing the most convenient one required a rather lengthy discussion, which took place during several round tables. These events revealed the pros and cons of various solutions. As a result, the choice was made in favor of the 1C: Salaries and Personnel 7.7 program. At that time, it did not yet include the “1C: Personnel Management and Salary” block, so some modifications had to be made, which were carried out by external specialists.

A detailed action plan was developed and approved for the project, indicating the deadlines and those responsible for the implementation of each item. The entire project (development, testing, implementation and personnel training) was allocated 4 months (Table 3.1). First of all, employees of each HR department decided what data they needed in electronic form. For the HR inspector - personnel document flow, for the HR manager - the candidate database (previously it was collected on paper), for the training specialist - lists of those who attended training (all company personnel undergo training). Thus, for the personnel service it was necessary to configure several blocks:

1. “Personnel selection.” A special directory was created to store the most complete information about all candidates invited for interviews, as well as potential employees of the company who might be of interest to it if some vacancies open.
2. "Training". To record information about training completion, the existing “Employees” directory was improved. It included a list of everyone who works (and previously worked) for the company. It turned out to be convenient because it contained information about each employee - date of birth, address, passport details, title of position and department, schedule, salary, etc. Therefore, this particular directory was chosen for revision. It is now possible to enter information about the date and name of the training, its results, as well as what training is necessary for the further development of the employee - both new and existing.
3. “Personnel records management.” This block was also refined in order to expand its capabilities, in particular, for entering a vacation schedule, monitoring its compliance, and drawing up employment contracts.
4. “Reporting and statistics.” It is the preparation of reports and the collection of statistical data that allows you to analyze the work done and formulate plans for the future. For these purposes, the following electronic reports were created:

“Percent” - it collects information as a percentage: the staff turnover rate, the ratio of the number of candidates who were interviewed and the number of employees hired;

“Interesting statistics” - the HR department familiarizes all company employees with the data from this report every month. It contains information about how many men and women there are in the organization, statistics on education, marital status, and average length of service in the company.

Table 3.1

Project Execution Plan

Project stage	Due date	Responsible
Determining the needs for improving the program for the financial service		Financial Director
Determining the needs for improving the program for the personnel service		Head of HR
Setting up program blocks for the financial service		Development company
Setting up program blocks for personnel services
Providing the company with a trial version, testing
Finalization of comments
Installing a company program, setting up access rights for employees		Company developer, financial director, head of personnel services
Training staff to use the program		Development company
Entering all necessary information into the program		Head of HR

After installing the program and testing the settings, it was time for the most difficult stage - implementation. To begin with, all employees were trained in using the new program. It took place at the training center of the development company in two stages: first of all - for the personnel service, then - for the financial department (at this time the personnel officers were already entering information into the program). Classes were held during the week every morning from 9 to 11 o'clock. The process of mastering the program among employees proceeded at different paces, but everyone was convinced that automation allowed them to work more efficiently.

After training, all information was entered into the system (Fig. 3.1).

Rice. 3.1

After the introduction of automation, the results were summed up. Analysis of the results showed the following:

1. Labor costs for simple personnel procedures have significantly decreased (Table 3.2).
2. The interaction between the personnel service and the financial department has been simplified.
3. It has become more convenient to store and use information about employees.

Table 3.2

Changes in the employee hiring process

The HR department should be aware of the following difficulties in automating HR processes:

a good and high-quality project requires a lot of money (especially if it is necessary to significantly change or supplement the program configuration);

HR specialists involved in an automation project will have to communicate with program developers. Meanwhile, not all personnel officers can speak “the same language” with programmers (as well as vice versa), therefore, they will have to learn this;

the process of entering all the necessary information will require maximum concentration of attention from HR employees.

The business process associated with the management and maintenance of personnel is one of the most costly for a company. Time, money and labor resources are spent on checking qualifications, preparing employment documents, and making settlements with employees. It turns out that the organization spends part of its current assets on solving secondary problems instead of developing a priority area of activity.

In order to simplify HR administration, a set of management technologies is often used:

outstaffing;
outsourcing of employees;
personnel leasing.

Each of the services presented has its own characteristics and differences from other technologies. However, they have one thing in common - they simplify the employee management process. And this creates many reserves for savings and increased income for the company.

Outstaffing is the re-registration of personnel in a specialized recruitment agency. The service is intended for official staff reduction. In the course of its application, the company terminates the formal employment relationship with employees by dismissing them. After this, the outstaffer hires staff for his staff.

The contractor registers employees, maintains personnel records, and provides financial support to the customer’s employees. He makes them available to the entrepreneur on a subcontract basis. The customer, in turn, pays for the services of the outstaffer in the manner prescribed in the contract.

As a result, only those personnel who are registered in the state officially work at the enterprise. In fact, a manager may have many more people at his disposal. He manages them in solving important business problems, while the outstaffer completely manages personnel records.

Personnel outsourcing- attracting employees to employment from a specialized agency. The customer is an entrepreneur, the contractor is a personnel outsourcer. He selects workers in strict accordance with the client's requirements to solve business problems.

In practice, one of the presented possibilities is implemented. An outsourcer can simply form a team of workers and provide it to the entrepreneur on a subcontract basis. In this case, the customer will use the labor of external employees to obtain the results the company needs.

Sometimes the range of outsourcer tasks expands. In such situations, he not only selects personnel, but also organizes their work. An outsourcer is engaged in conducting a secondary business process of the organization, using its own employees for this. At the same time, the entrepreneur should not be distracted by the conduct of non-core functions of the company, but simply pay for the services of the contractor for their implementation.

Personnel leasing- attracting employees to employment on lease terms. The service is intended to promptly provide the company with qualified labor resources. As a rule, this technology is used in cases where an enterprise urgently needs experienced specialists to solve specific problems.

As part of this service, accountants, lawyers, managers, marketers are involved in cooperation... They are hired by the company on a subcontract basis and are engaged in performing official functions under the direction of the entrepreneur. As soon as the required result from the project activity is obtained, the labor services of specialists are paid to the contractor and they are returned to the disposal of the lessor.

How personnel records are carried out in 2017

The traditional maintenance of all employees on staff is an approach to organizing personnel management, which is losing its relevance every year. Today, more and more enterprises are resorting to the use of effective management technologies. They significantly simplify HR management and provide many benefits.

Advantages of hiring personnel on a subcontract basis:

official reduction of staff or prevention of its increase;
creation of reserves for reduction of company departments (temporary employees replace permanent ones, contractor - HR manager and salary accountant);
reducing the load on management departments (personnel, financial);
reduction of fixed personnel costs (redistribution of part of fixed costs into variable items);
tax optimization;
simplifying the recruitment of migrants;
increasing the efficiency of core activities.

By hiring employees from a contractor's agency, an entrepreneur can reduce his own staff to a similar extent. And since they will not have to carry out personnel records management, the HR and accounting departments may also be cut, because the range of their work responsibilities is narrowing.

Also, these management technologies help optimize tax costs. This is due to two factors:

decrease in payroll;
maintaining or obtaining the status of a small enterprise.

Payroll - the sum of all salaries of full-time employees - is the basis for tax and social contributions to the budget. By reducing staff, the company reduces the payroll, and therefore the cost of deductions. A company receives the status of a small enterprise if the number of its employees does not exceed the permissible requirements. Optimization of personnel records management through outstaffing, outsourcing or leasing of personnel allows you to officially change the staff to maintain the desired tax category.

Relevance of application of management technologies

HR records management in 2017 for most companies is associated with the constant use of outstaffing, outsourcing or leasing of personnel. And although the effectiveness of each of the presented technologies is very high, the choice in favor of one of them should be made based on the goals and objectives of the organization.

Outstaffing is used if required:

reduce the formal number of employees while maintaining the actual number;
obtain the status of a small enterprise;
free the company's resources from personnel management;
hire non-resident employees;
reduce personnel costs.

Personnel outsourcing is used if required:

select employees to solve current problems;
increase the actual labor resources of the organization without changing the official staff;
entrust the management of a secondary business process to a contractor;
optimize permanent personnel costs.

Employee leasing is used if required:

find qualified specialists to solve specific business problems;
use the contractor’s proven labor resources to obtain the desired result;
reduce the cost of maintaining qualified specialists.

Answering the question of entrepreneurs “How to improve personnel records management?”, We can confidently propose the introduction into the organization of one of the technologies presented in this article.

Each of these services helps to reduce the official staff of the company, reduce permanent personnel costs, and optimize taxation. Moreover, freeing the organization’s labor and financial resources from performing auxiliary functions allows them to be directed to maintaining the main business process. As a result, it is possible to significantly increase his productivity and increase the amount of income received!

The essence and significance of personnel policy, its tasks and functions. Determination of types of documents in the activities of the HR department of the organization LLC "Avtotravel". The procedure for preparing orders for personnel. Analysis of the enterprise's personnel work, its improvement.

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NON-GOVERNMENTAL EDUCATIONAL INSTITUTION

HIGHER PROFESSIONAL EDUCATION

"MOSCOW INSTITUTE OF JURISPRUDENCE"

DEPARTMENT OF PUBLIC LEGAL DISCIPLINES AND DOCUMENT STUDIES

GRADUATE QUALIFYING WORK

Topic: Improving personnel records management in a non-state enterprise (using the example of Avtotravel LLC)

Student: Guskova Anastasia Sergeevna

Specialty 032001.65 “Documentation and

documentation support for management"

Scientific supervisor:

Ph.D., Kandaurova Tatyana Ivanovna

MOSCOW 2012

Introduction

1. Theoretical aspects of personnel policy

1.1 Essence and significance of personnel policy

1.2 Objectives and functions of personnel policy

2. HR service of Avtotravel LLC

2.1 General characteristics of the organization Autotravel LLC

2.2 Personnel documents of Avtotravel LLC

2.3 The procedure for preparing orders for personnel

2.4 Procedure for completing documents when applying for a job

2.5 Procedure for preparing documents for vacation

2.6 Procedure for processing documents during translation

2.7 Termination of the employment contract

3. HR service at Avtotravel LLC

3.1 Analysis of the personnel policy of Avtotravel LLC

3.2 Development of proposals to improve the personnel policy of Avtotravel LLC

List of sources used

Introduction

Personnel service is a set of rules and regulations, goals and ideas that determine the direction and content of work with personnel. Through personnel activities, the goals and objectives of personnel management are realized, therefore it is considered the core of the personnel management system.

The work of a commercial organization is determined by the efficiency of all processes occurring in it at various stages of its activities. The profitability of an organization directly depends on the activities of its employees, in view of this, a properly constructed personnel policy is one of the most important issues in organizing the work of the enterprise as a whole. The activities of the personnel service are indirectly aimed at obtaining additional profit for the organization, and it is this fact that determines its essence. Profit is impossible without the work of staff, which means that the speed of profit generation and its size directly depend on the efficiency of the HR department.

The relevance of the topic of the thesis is due to the fact that the activities of the HR department, like no other type of activity, require a properly constructed documentation support system. Personnel work and the entire system of tasks of the personnel department at an enterprise are connected with people as the most important factor in industrial relations, and therefore errors in personnel work are unacceptable. department personnel order

Personnel documents are the most important documents and require special care and precision when preparing and ensuring safety over a long period of time. These documents reflect the employee’s work activity and confirm the length of service required to calculate the pension. In addition, personnel documents are distinguished by their ability to act as a legal act. For example, an order, on the one hand, certifies and confirms the existence of a legal fact of concluding, amending or terminating an employment contract, i.e. it is an administrative document. On the other hand, the order registers this fact and acts as a primary accounting document and generates a technological chain of accounting and reporting personnel documents. Therefore, an order for personnel as a type of document can simultaneously be attributed not only to a unified system of organizational and administrative documentation, but also to a unified system of primary accounting documentation.

The object of the thesis research s organization of documentation support for the personnel service of the Limited Liability Company "Avtotravel".

The subject of the study is the improvement of the personnel activities of Avtotravel LLC, a passenger transportation organization located in the city of Korolev near Moscow with a population of 250,000 thousand people. The town of Korolev is 17 km away. from the city of Moscow on the federal highway Moscow - Kholmogory. Autotravel LLC carries out passenger transportation on routes connecting such cities as: Moscow, Yaroslavl, Sergiev Posad, Alexandrov, Rybinsk, Korolev, Pushkino. The volume of traffic in 2011 amounted to 6.85 million people. Autotravel LLC has a staff of 444 people in all departments.

The purpose of writing the thesis is to analyze the organizational support of activities and improve personnel activities in the work of the personnel department of Atotravel LLC.

The main tasks set when writing this thesis and analyzing personnel work at Avtotravel LLC:

Consideration of the tasks and functions of the HR department at the enterprise;

Determining the types of documents in the activities of the organization’s HR department;

Writing characteristics of the document flow of personnel work at Avtotravel LLC;

Conducting a comprehensive analysis of the personnel work of Avtotravel LLC in order to identify weaknesses and subsequent implementation of innovations.

When writing the thesis, sources such as the Labor Code of the Russian Federation, which regulates the labor relations of the employer and the employee, were used. Based on the articles of the labor code, the enterprise must establish a uniform procedure for registering the admission, dismissal and transfer of employees.

The novelty of the research results is that for the first time proposals have been developed to improve the personnel activities of the enterprise and changes in the search and selection of employees at Avtotravel LLC.

The structure of the work is determined by the logic of the study, its goals and objectives. The work consists of an introduction, three chapters, a conclusion, a list of references, and appendices.

The introduction substantiates the relevance of this work, defines the object and subject, and sets the goals and objectives of the study.

The first chapter examines the essence and significance of personnel policy, reveals the theoretical significance of office work, the main content of personnel policy, and describes the tasks and functions of personnel activities in the enterprise.

The second chapter describes the characteristics of the organization of Avtotravel LLC, examines personnel documents and the work of personnel records management.

The third chapter proposes measures to improve the personnel activities of the enterprise, the development of job descriptions, changes in the staffing table, changes in the search and selection of employees.

In conclusion, information about personnel activities and its functions is summarized. The predicted results of the implementation of measures to improve personnel activities are presented.

1. Theoreticalaspects of the HR service

1.1 The essence and significance of personnel policy

Personnel policy is formed by the management of the organization and is implemented by the personnel service in the process of its employees performing their functions. It is reflected in the following regulatory documents:

Internal regulations;

Collective agreement.

The term “personnel policy” has broad and narrow interpretations:

1. a system of rules and norms (which must be understood and formulated in a certain way) that bring human resources into line with the company’s strategy (it follows that all activities related to working with personnel: selection, staffing, certification, training, promotion - in advance are planned and consistent with a common understanding of the organization's goals and objectives);

2. a set of specific rules, wishes and restrictions in the relationship between people and the organization. In this sense, for example, the words: “Our company’s personnel policy is to hire only people with higher education” - can be used as an argument when resolving a specific personnel issue. Based on site materials: http://ru.wikipedia.org/wiki/Main_page

The formation of personnel policy is a fundamental orientation towards internal personnel or external personnel, the degree of openness towards the external environment when forming personnel.

An open personnel policy is characterized by the fact that the organization is transparent to potential employees at any level; the organization is ready to hire any specialist with appropriate qualifications without taking into account work experience in other organizations. Such a personnel policy may be adequate for new organizations that are pursuing an aggressive policy of conquering the market, focused on rapid growth and rapid access to the leading positions in their industry.

A closed personnel policy is characterized by the fact that the organization focuses on recruiting new personnel only from the lowest official level, and replacement occurs only from among the organization’s employees. This personnel policy is typical for companies focused on creating a certain corporate atmosphere and creating a special spirit of involvement.

An organization's HR strategy is an important part of running a successful business. The main and most important resources of an organization include, first of all, people. A well-developed HR strategy that is consistent with reality is one of the most important areas of activity for the management of an organization. This allows for optimal interaction between a person and an organization, as well as their relationship with the external environment. Stolyarenko, L.D. Psychology and ethics of business relations: Textbook. - 2nd edition, add. and revised/ Stolyarenko L.D. - Rostov-on-Don: Phoenix Publishing House, 2003.

The main content of the personnel policy: providing a high-quality workforce, including planning, selection and hiring, release (retirement, layoffs), analysis of staff turnover, etc.; improving the organization and stimulation of labor, ensuring safety precautions, social benefits; employee development, career guidance and retraining, certification and assessment of skill levels, organization of career advancement.

The level of personnel development directly affects the competitive capabilities of the organization and its strategic advantages. A competitive enterprise strives to make the most effective use of the capabilities of its employees, making every effort for the fullest return and intensive development of their potential. There are many sad examples of how ill-conceived decisions on personnel issues led an organization to collapse. If an enterprise considers its personnel as the main source of stable existence and prosperity of the business, then practice suggests that such organizations achieve success and can be competitive. Esipov, V.E. Business assessment: 2nd ed. / Esipov V.E. - St. Petersburg: Peter Publishing House, 2008.

The basic principle of personnel policy is that it is equally necessary to achieve individual and organizational goals. The main principles of individual areas of the organization’s personnel policy can be called the following (Table 1): Link to http://www.webarhimed.ru/

Table No. 1

No.	Directions	Principles	Characteristic
	Organizational personnel management	Equal need to achieve individual and organizational goals (basic)	The need to seek fair compromises between the administration and employees, rather than giving preference to the interests of the organization
	Selection and placement of personnel	compliance professional competence practical achievements individuality	Correspondence of the scope of tasks, powers and responsibilities to the capabilities of the person Level of knowledge corresponding to the requirements of the position Required experience, leadership abilities (organization of own work and subordinates) Appearance, intellectual traits, character, intentions, style" of leadership
	Formation and preparation of a reserve for promotion to leadership positions	Competitiveness individual training case checks suitability for the position regularity of assessment of individual qualities and capabilities	Selection of candidates on a competitive basis Systematic change of positions vertically and horizontally Preparation of a reserve for a specific position according to an individual program Effective internship in management positions The candidate's current suitability for the position Evaluation of performance results, interviews, identification of inclinations, etc.
	Personnel assessment and certification	Selection of evaluation indicators qualification assessments assignment assessments	A system of indicators that takes into account the purpose of assessments, assessment criteria, frequency of assessments Suitability, determination of the knowledge required to perform a given activity Performance evaluation
	Personnel development	Advanced training self-expression self-development	The need for periodic review of job descriptions for continuous staff development Independence, self-control, influence on the formation of performance methods Ability and opportunity for self-development
	Motivation and stimulation of personnel, remuneration	Compliance of remuneration with the volume and complexity of the work performed an even combination of incentives and sanctions motivation	Effective remuneration system Specific description of tasks, responsibilities and indicators Incentive factors influencing increased labor efficiency

Any enterprise focused on successful existence and development plans its work not only for the near future, but also for the long term. Personnel policy and personnel strategy play an important role in these plans. The practice of functioning of many organizations indicates a clear relationship between strategic decisions on their management and the personnel management system. Therefore, planning work with personnel allows you to achieve your goals with minimal expenditure of material and human resources.

1.2 Tasks and functions of the human resources department in an enterprise

For any commercial organization, the main thing is work and its results. Resource management technology is applicable to almost any business. It allows you to fairly accurately assess what the company has, what opportunities it has as a result, and what is missing to implement its plans.

There are several company resources. The first is material assets embodied in buildings, machines, inventories, etc. The second is financial assets in the form of fixed working capital, as well as credit resources. Next are intangible assets in the form of know-how, trademarks, and the company’s reputation in the market. There is also an administrative resource. It is close to labor, since we are already talking about people. It is ensured by the management system built in the company and the personal business qualities of managers at all levels. And labor resources. The HR department is the business card of the enterprise. The first step of a person in an enterprise is the personnel department. It is human nature to remember the beginning and end of various events. Based on materials from the site: http://www.bizneshaus.ru/kadry.html

For more effective production management, management developed strategic planning, which affected all activities of the organization, including personnel management. And here the main element determining the direction of activity is personnel policy. It is designed to ensure an optimal balance between the processes of updating and maintaining the numerical and qualitative composition of personnel in its development in accordance with the needs of the organization itself, the requirements of current legislation, the state of the labor market, taking into account trends in the activities of trade unions and other organizations that influence the labor resources of a given region. Fundamental principles for the formation of personnel policy:

- scientific character, the use of all modern scientific developments in this area, which could provide maximum economic and social effect;

- complexity, when all areas of personnel activities must be covered;

- consistency, i.e. taking into account the interdependence and interconnection of the individual components of this work;

- the need to take into account both economic and social effects, both positive and negative impacts of a particular event on the final result;

- efficiency: any costs for activities in this area should be recouped through the results of economic activity.

In practical terms, the following main functions of the personnel management service can be distinguished:

1. Clear understanding and implementation of the strategic and tactical goals of your company. Unfortunately, this is a weak point in today's practice. The isolation of HR departments from setting long-term goals leads to the fact that the existing personnel potential often does not provide the opportunity to implement new ideas and technologies, and its restructuring takes too much time, which is especially unacceptable in a market economy.

2. Forecasting the situation on the labor market and in one’s own team to take proactive measures. Without a serious study of the cost of labor, the demand and supply of highly qualified workers of the required profile, changes in labor motivation and other factors in the movement of labor resources, you can quickly lose the existing human resources potential. And for its constant expansion in the fight against competitors, it is also necessary to have sources of personnel replenishment, to know the situation in the field of personnel training, and to foresee unfavorable circumstances.

3. Analysis of existing personnel potential and planning of its development taking into account the future. Personnel development planning follows from the implementation of the above functions. First of all, this is planning the natural movement of personnel: retirement, dismissal due to illness, due to study, military service, etc. This is not difficult to do, but it is necessary in order to prepare an equivalent replacement in a timely manner. What is more difficult is how to strengthen the potential of the team and increase its competitiveness. There are several ways, including careful selection of personnel, systematic improvement of their qualifications, and creation of conditions for the most effective manifestation of their abilities. The functions of the HR department also include: According to the Kama-Protect website Human Resources Management: http://www.7712009.ru/

· Creation of a personnel reserve, selection of candidates, determination of reserve groups.

· Selection of personnel from the reserve group.

· Drawing up employment contracts.

· Assessment of the work activity of each employee.

· Transfer, promotion, demotion, dismissal depending on the results of work.

· Career guidance and adaptation - inclusion of recruited workers in the team, in the production process.

· Determination of wages and benefits in order to attract, retain, and secure personnel.

· Organization of personnel training.

· Training of management personnel.

· Discipline management.

· Motivation management.

· Labor market assessment.

The purpose of the HR department is to contribute to the achievement of the goals of the enterprise by providing it with the necessary personnel and the effective use of their qualifications, experience, skill, efficiency, and creative potential. Each organization must approve the Regulations on the HR Department, which spell out the organization of work, the main functions and goals of the HR Department. Based on the above, we can conclude that the main tasks of the HR department are:

Unconditional fulfillment of the rights and obligations of citizens in the labor field provided for by the Constitution; compliance by all organizations and individual citizens with the provisions of laws on labor and trade unions, the Labor Code, standard internal regulations and other documents adopted by the highest authorities on this issue;

The subordination of all work with personnel to the tasks of uninterrupted and high-quality provision of the main economic activities with the required number of employees of the required professional and qualified personnel;

Rational use of human resources available to the enterprise, organization, association;

Formation and maintenance of efficient, friendly production teams, development of principles for organizing the labor process; development of intra-industrial democracy;

Development of criteria and methods for selection, selection, training and placement of qualified personnel;

Training and advanced training of the rest of the workforce;

Development of the theory of personnel management, principles for determining the social and economic effect of the activities included in this complex.

2. HR service of Avtotravel LLC

2.1 General characteristics of the organization LLC "Avtotravel"

The object of research of the thesis is the organization Limited Liability Company "Avtotravel", which was approved by LLC "Avtotravel" in 1997 in the city of Korolev, Moscow region. LLC "Avtotravel" is located at the address: Moscow region, city of Korolev, Pervomaisky microdistrict, st. Sverdlova, 29A. Today, Autotravel LLC is one of the largest companies among passenger transport carriers. The company employs more than 350 employees.

Autotravel LLC is a commercial organization. The main organizational document of the Company is the Charter. It defines the main goals and activities of the company. The Company is a legal entity and can, on its own behalf, acquire and exercise property and personal non-property rights, perform obligations, and be a plaintiff and defendant in court. The company is liable for its obligations within the limits of the property it owns and the services provided. LLC "Avtotravel" has a round seal containing the company name, legal form, has the right to have stamps and forms with its name, acquires and exercises property and personal non-property rights, has an independent balance sheet, settlement and other, including currency, accounts in banks in Russia. The legal status of Avtotravel LLC is determined in accordance with the Civil Code of the Russian Federation and the Federal Law of the Russian Federation “On Limited Liability Companies”.

Avtotravel LLC is headed by the General Director represented by A.A. Agapov. He is the sole executive and administrative person of the Company, who heads the directorate, represents the interests of the Company and acts on its behalf without a power of attorney. The competence of the General Director includes making all kinds of transactions; issuance of powers of attorney; approval of the structure, staffing table, job descriptions of company employees, signing of orders and instructions that are mandatory for all employees of the company.

The property of Avtotravel LLC is formed through contributions to the authorized capital, as well as through other sources provided for by the current legislation of the Russian Federation. The sources of the Company's property are:

Authorized capital of the Company;

Income received from the provision of services by the Company;

Loans from banks and other lenders;

Other sources not prohibited by law.

Today, Avtotravel LLC serves 16 regular bus routes passing through the city of Korolev. The company has a fleet of passenger taxis. The volume of traffic in 2011 amounted to 6.85 million people.

The purpose of the Company's activities is to generate profit, the subject of activity is passenger transportation services.

Labor relations of Avtotravel LLC employees are regulated by current labor legislation, an employment contract, internal labor regulations, and job descriptions of employees.

2.2 Personnel documents of Avtotravel LLC

Compliance with the norms of the Labor Code of the Russian Federation and the correct execution of personnel documentation are controlled by both the bodies of the Federal Labor Inspectorate (Rostrudinspektsiya) and the bodies of the Federal Tax Inspectorate. A state inspector can come to the office of any organization, regardless of its form of ownership, and demand documents relating to personnel records, and other mandatory internal regulations and orders available in the organization (Federal Law of December 26, 2008 N 294-FZ “On the Protection of the Rights of Legal Entities and individual entrepreneurs in the exercise of state control (supervision) and municipal control”). Based on materials from the site: http://base.garant.ru/12164247/

Documenting the activities of the HR service covers all processes related to the preparation and processing of personnel documentation according to established rules, and solves the following personnel management tasks:

Organization of workers' labor;

Conclusion of an employment contract and hiring;

Transfer to another job;

Providing employees with vacations;

Encouragement of employees;

Imposing disciplinary sanctions on employees;

Certification of employees;

Maintaining staffing;

Accounting for the use of working time;

Involving employees to work on weekends and non-working holidays;

Termination of an employment contract and dismissal from work.

The organization of workers' labor is carried out through the adoption of local regulations. Every employer must have internal labor regulations and regulations on the protection of personal data. Maintaining personal files of employees is recommended for private companies. But for convenience, it is still better to create personal files or personal folders. In the employee’s personal file (personal folder), you can include copies of documents that are required when hiring (passport, military ID, certificate of TIN assignment, pension insurance certificate, marriage certificate, birth certificate of children - to provide income tax benefits; documents on education, etc.) and subsequently all the main documents created during the employee’s working life, which characterize his work activity (applications for transfer to another job, resignation letter, characteristics, documents on advanced training, copies of orders for admission , transfer, dismissal, etc.).

In addition, the employer must have the following labor protection documents:

Instructions on labor protection by profession;

Logbook of the briefing (familiarization with the instructions).

The heads of organizations bear personal responsibility for the documentary fund generated in the process of their activities. For violation of the legislation of the Russian Federation and other regulatory legal acts, incorrect maintenance of personnel documentation or lack thereof, one may be subject to material, disciplinary, as well as civil, administrative and even criminal liability (Article 419 of the Labor Code of the Russian Federation). According to the site: http://www.profiz.ru/ Both the lack of personnel documentation reflecting work activity and confirming the employee’s length of service necessary for calculating a pension, as well as its maintenance in violation of the requirements of the Labor Code of the Russian Federation, Instructions for maintaining work records, and other laws and regulations are unacceptable. The absence of mandatory personnel documents, the presence of which is directly prescribed by the Labor Code of the Russian Federation, refers to cases of violation of labor legislation.

The full composition of personnel documentation that an individual entrepreneur must have is quite difficult to determine. As in the case when the employer is a legal entity, the final list of personnel documents depends on many factors: the field of activity, location, working conditions, and even the wishes of the employer himself. (Table 2)

List of personnel documents required for Avtotravel LLC:

Table No. 2

No.	Document	What document regulates	Note	Termstorage
	Internal labor regulations	Article 189 of the Labor Code of the Russian Federation	When hiring (before signing an employment contract), the employer is obliged to familiarize the employee with the PVTR against signature. Valid until replaced with a new one.	Constantly
	Regulations on the protection of personal data of employees	Article 86 of the Labor Code of the Russian Federation	When hiring (before signing an employment contract), the employer is obliged to familiarize the employee with the Regulations on the protection of personal data of employees against signature. Valid until replaced with a new one.	Constantly
	Staffing table (form T-3)	Article 57 of the Labor Code of the Russian Federation	It is compiled every time certain changes are made to it.	Constantly
	Book of accounting of work books and inserts for them		Stored in the HR department and maintained continuously.
	Receipt and expense book for recording forms of work books and inserts for them	Instructions on the procedure for filling out work books and inserts for them (approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69)	Stored in the accounting department along with the forms of work books and inserts for them; Forms are received by the HR department at the request of a HR employee.	50 years (but upon liquidation of the company, it is handed over to the city archive along with other documents, the storage period of which is 75 years)
	Regulations on remuneration	Section 6 of the Labor Code of the Russian Federation, Chapter 21 of the Labor Code of the Russian Federation	In the presence of complex payment and labor systems and bonus systems. Valid until replaced with a new one.	Constantly
	Regulations on employee certification	Article 81 of the Labor Code of the Russian Federation	When conducting certification by decision of the employer.	Constantly
	Vacation schedule	Article 123 of the Labor Code of the Russian Federation	Approved by the employer no later than two weeks before the start of the calendar year.
	Employment contract	Article 16, 56, 57, 67 Labor Code of the Russian Federation	Concluded in writing with each employee.
	Job descriptions for each position in accordance with the staffing table		Apply at the discretion of the employer	Constantly
	Orders for employment	Article 68 of the Labor Code of the Russian Federation	Published on the basis of an employment contract. They are announced to the employee against signature within three days from the date of actual start of work.
	Orders for transfer to another job	Article 72.1 of the Labor Code of the Russian Federation	Issued on the basis of an agreement on transfer to another job (additional agreement to the employment contract).
	Orders of dismissal	Article 84.1 of the Labor Code of the Russian Federation	Upon dismissal of an employee. Announced to the employee against signature
	Leave orders	Chapter 19 of the Labor Code of the Russian Federation	Issued based on the vacation schedule or employee application
	Employee applications for leave without pay	Article 128 of the Labor Code of the Russian Federation	Leave without pay is provided at the request (application) of the employee in accordance with Part 1 of Art. 128 of the Labor Code of the Russian Federation or as required by law on the basis of an employee’s application (Part 2 of Article 128 of the Labor Code of the Russian Federation).
	Employee personal card (form T-2)		Conducted for each employee
	Work book	Article 66 of the Labor Code of the Russian Federation	The employer keeps work books for each employee who has worked for him for more than five days.	Upon dismissal, the employee receives a work book in his hands. Unclaimed work books are stored in the organization for 50 years; upon liquidation of the enterprise, they are archived
	Agreements on full liability		They are concluded with employees who directly service material assets.
	Accounting book (log book) of orders for personnel	Instructions for office work in the personnel service of VNIIDAD "Approximate instructions for office work in the personnel service of the organization"	Must be numbered and laced, sealed and signed by the employer
	Briefing log (familiarization with instructions)	Section 10 of the Labor Code of the Russian Federation

But this list is not exhaustive, since in the process of establishing labor relations there may be an obligation to prepare other documents, for example, a certificate of state pension insurance for an employee entering work for the first time.

The most important document regulating the preparation of a large number of personnel documents is 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 its payment.” Based on materials from the site: http://www.termika.ru/dou/docs/detail.php?ID=1551 This resolution approved the so-called unified forms of primary accounting documentation for recording labor and its payment.

The correctness of maintaining personnel documentation, as well as compliance with labor legislation and other regulatory legal acts containing labor law norms, is controlled by the State Archive of the Russian Federation and the Rostrudinspektsiya, which conduct periodic scheduled and unscheduled inspections. It is safe to say that in connection with the amendments introduced to the Labor Code of the Russian Federation indicated at the beginning of the article, inspectors will soon make frequent visits to entrepreneurs.

Let's summarize the preliminary results:

There are a number of mandatory personnel documents that an entrepreneur must have. The availability of these documents is directly provided for by the Labor Code of the Russian Federation and other federal laws.

For the absence, incorrect maintenance and/or storage of personnel documents, an individual entrepreneur may be subject to

civil, material, administrative and even criminal liability in accordance with the current legislation of the Russian Federation.

2.3 The procedure for preparing orders for personnel

In each organization, the manager issues orders of two types: on core activities and on personnel. The obligation to issue orders for personnel is established by the Labor Code of the Russian Federation. For example, they are necessary when applying for a job (Article 68 of the Labor Code of the Russian Federation), when terminating an employment contract (Article 841 of the Labor Code of the Russian Federation).

An order is an internal document of an organization, issued by its head on operational, organizational, personnel and other issues of the internal work of the organization. It is also the most important document in the personnel documentation system. With its help, registration of hiring, internal transfers, dismissal, etc. is carried out. Based on orders, all accounting forms are maintained (employee personal card (form No. T-2), personal accounts), personal files, work books and a number of other documents are filled out. Orders on personnel are not only administrative documents, but also at the same time relate to primary accounting documents, since they record the fact of admission, transfer or dismissal of a citizen and are the basis for calculating his wages. Personnel orders document the process of personnel movement in the organization.

The following procedures are drawn up with orders for personnel at Avtotravel LLC:

Hiring;

Transfer to another job;

Dismissal (termination of employment contract);

Providing vacations (recall from vacation);

Making changes to accounting documents;

Application of incentive measures to the employee;

Imposing a disciplinary sanction on an employee.

All orders for personnel are prepared by the personnel service. Issuing an order includes several stages: preparation, execution, registration, endorsement and familiarization of the employee with it.

Preparation of an order begins with mandatory quality control of primary documents, which are drawn up by the organization’s employees and submitted to the personnel service. Documenting the hiring, dismissal and movement of personnel involves the initial preparation of documents such as statements, memos, representations, notifications, etc. These primary documents are called the basis documents for issuing orders for personnel. Before preparing an order on the primary document, the personnel officer is required to obtain a resolution from the head of the organization. The resolution is written by hand on the first sheet of the document on the right and expresses the decision of the head on the issue raised in the document. On personnel documents, the resolution is of a “permissive” or “prohibitory” nature, perhaps specifying the procedure and nature of the execution of the document. The resolution must contain: the name of the HR employee to whom the assignment is given, the contents of the assignment, the deadline for execution, the personal signature of the manager and the date the resolution was drawn up. The basis documents for orders regarding personnel with the resolution of the head of the organization are the legal basis for the action that is established in the order .

Preparation of a draft order for personnel consists of filling out a unified form; Each form contains a line-by-line entry and instructions for completion. Currently, the forms approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1 are used. Based on the website: http://base.consultant.ru/cons/cgi/online.cgi?req=doc&base=LAW&n=47274

The order number is entered upon registration. Within a calendar year, personnel orders are registered by serial numbers with the addition of a letter index; in a given organization, the letter K is personnel orders.

The registration number of the order is necessary for recording documents, but, in addition, it is one of the details that gives the document legal force, that is, making the document indisputable in terms of its officiality.

Orders for personnel must be issued in strict accordance with the Labor Code of the Russian Federation.

* when hiring, the established amount of remuneration and conditions of employment must be indicated: temporarily (from... to...), with a probationary period (duration), etc.;

* upon dismissal - the reason for dismissal (specific article of the Labor Code of the Russian Federation);

* when granting leave - its type, duration, start and end date;

* when transferring to another job - type of transfer (if temporary - duration), new position and department, reason for transfer, change in wages;

* in case of encouragement or disciplinary action - the reason and type of encouragement or punishment;

The ascertaining part in orders for personnel may be missing.

The administrative part of the order begins with the indication of the surname (printed in capital letters), first name and patronymic (printed entirely in lowercase letters); it must contain precise wording of the solution to a particular personnel issue.

Orders for personnel provide for the inclusion of such details as the date of issue of the order, which is placed in its header part. Please keep in mind: Art. 68 of the Labor Code of the Russian Federation determines that an order for employment is announced to the employee against signature within three days from the date of actual start of work. This means that the date of issue of the order must correspond to this period. When working with orders for personnel, special attention should be paid to the preparation of dates - the indication of the date accompanies the administrative action, the employee's familiarization visa, and a link to the basis document. After the end of the main text of the order, the word “Base” is written in all unified forms: and the name, date and number of the document (documents) that are the basis for issuing the order are entered. The last stage of preparing an order is signing it. A fully completed unified form is presented to the head of the organization for signature. Registration of the signature involves indicating the position of the manager, his personal signature, initials and surname. The last detail that is filled out in the unified forms is the employee’s familiarization visa, consisting of the words “I have read the order,” the employee’s personal signature and the date of familiarization.

The structure of orders can be simple or complex.

If the order concerns one person, then it is called simple (individual). The headings to the texts of such orders include: “On hiring...”, “On transfer to another job...”, “On promotion...”, etc.

The combination of several administrative points in an order makes the order complex.

In complex orders when resolving one personnel issue (hiring or dismissal, etc.), the title is formulated depending on the issue being resolved. In complex orders that resolve several personnel issues (hiring, dismissal, etc.), the heading is missing or is given in a generalized form (“On personnel”). In these orders, as a rule, there is a certain sequence of arrangement of individual issues: first - appointment to positions, then - transfer to other positions, then - release from positions. If several names are listed in one paragraph, they are listed in alphabetical order.

2.4 Procedure for completing documents when applying for a job

Hiring begins with the applicant submitting a job application. The application is drawn up in the form accepted by the organization, addressed to the general director of the organization for employment, the application is dated and signed by the immediate supervisor. The applicant, along with the application, provides the required documents for hiring:

· passport or other identification document;

· work book;

· insurance certificate of state pension insurance;

· Taxpayer Identification Number (if available)

· military registration documents - for those liable for military service and persons subject to conscription for military service;

· a document on education, qualifications or special knowledge - when applying for a job that requires special knowledge or special training.

· Driver's medical certificate (for drivers);

· Driver's license (for drivers).

Article 65 of the Labor Code of the Russian Federation specifically stipulates that it is prohibited to require from a person applying for a job documents other than those provided for by the Labor Code of the Russian Federation, other federal laws, decrees of the President of the Russian Federation and decrees of the Government of the Russian Federation.

Also, applicants applying for the position of bus driver take a test on traffic rules in the operation department. And if the result is good (no more than 3 errors), they are then applied for a job.

After the future employee has passed the test and provided all the necessary documents, he must be familiarized with a number of local regulations:

Internal labor regulations (provided for by part 3 of article 68 of the Labor Code of the Russian Federation);

Job description;

Labor protection instructions;

Regulations on the structural unit in which the employee will perform his work;

Regulations on trade secrets;

Regulations on remuneration.

The hired employee signs in a separate journal about familiarization with all local regulations.

The next step in applying for a job is concluding an employment contract with the employee. The employment contract is concluded in writing, drawn up in two copies, each of which is signed by the parties. One copy of the employment contract is given to the employee, the other is stored in the personnel department (Article 67 of the Labor Code of the Russian Federation). A signed and certified employment contract serves as the basis for the establishment of an employment relationship. An employee’s refusal to sign an employment contract cannot serve as a basis for bringing him to disciplinary liability. The current legislation does not establish a single mandatory form of an employment contract, therefore the employment contract is drawn up in any form. When concluding an employment contract, by agreement of the parties, a test of the employee can be discussed in order to test his professional skills (Article 70 of the Labor Code of the Russian Federation). The probationary condition must be specified in the employment contract and in the employment order. The absence of a probationary clause in the employment contract means that the employee was hired without a trial. A hiring test is not established for:

Persons applying for work through a competition for filling the corresponding position, held in the manner prescribed by law;

Pregnant women;

Persons under the age of 18;

Persons who have graduated from educational institutions of primary, secondary and higher vocational education and are entering work for the first time in their specialty;

Persons elected (selected) to an elective position for paid work;

Persons invited to work by way of transfer from another employer as agreed between the employers; - persons hired for a period of up to two months;

In other cases provided for by the Labor Code of the Russian Federation, other federal laws and the collective agreement. The probationary period cannot exceed three months, and for heads of organizations and their deputies, chief accountants and their deputies, heads of branches, representative offices and other separate structural divisions of organizations - six months, unless otherwise established by federal law. Information about the establishment of the test is not entered into the employee’s work book.

In accordance with the provisions of the specified Article 68 of the Labor Code of the Russian Federation, employment is formalized by an order of the employer, issued on the basis of a concluded employment contract. The content of the employer's order must comply with the terms of the concluded employment contract. At the employee’s request, he must be given a certified copy of the said order. An order to hire an employee is an administrative document that formalizes a signed employment contract. Neither an order nor an endorsed application for employment can replace an employment contract.

When applying for a job (order), the following is indicated: the name of the structural unit, position, probationary period, as well as the conditions of employment and the nature of the work to be done (in the order of transfer from another organization, part-time, to replace a temporarily absent employee, to perform certain work and more). (Appendix No. 1)

It should be remembered that the employment order does not replace the employment contract, but is a unilateral internal document of the employer.

The employee’s personal data is entered into his personal card. Personal data, an order for employment, as well as an employment contract are recorded in the employee’s “personal file”.

When concluding an employment contract for the first time, the work book and insurance certificate of state pension insurance are issued by the personnel officer. Work books are kept for all employees working in the organization for more than five days.

The hiring of a citizen is completed by making an appropriate entry in the work book, which is the main document about the employee’s work activity; all subsequent entries are made in it (for example, about transfers, incentives, dismissal).

2.5 The procedure for preparing documents for vacation

In accordance with paragraph 5 of Art. 37 of the Constitution of the Russian Federation, everyone has the right to rest. A person working under an employment contract is guaranteed paid annual leave established by federal law.

There are several types of vacations in the organization Autotravel LLC:

1. Basic (paid) leave;

2. Leave without pay (provided upon request if necessary);

3. Maternity leave (such leave is granted for health reasons);

4. Leave for employees who adopted newborn children directly from the maternity hospital (of course, such leave is provided as necessary and not annually);

5. Leave to care for a child until he reaches the age of 3 years (during the first 1.5 years, the woman is paid a child care allowance, in the remaining 1.5 years such allowance is not paid), provided to the woman or the father of the child, or grandmother, grandfather, other relative, guardian actually caring for the child;

6. Additional leave without pay for employees with two or more children under the age of 14, employees with a disabled child under the age of 18, a single mother or father raising a child under the age of 14;

7. Leave to take exams in evening (shift) general education schools;

8. Leave in connection with studying at evening vocational schools;

9. Additional leave to take entrance exams to graduate school;

10. Leave without pay to take entrance exams to higher and secondary vocational education institutions;

11. Leave in connection with studying in evening and part-time higher and secondary vocational education institutions.

All employees have the right to annual basic paid leave. The duration of vacation is 28 calendar days. An employee receives the right to a vacation of this duration if he has worked for one year. The right to use vacation for the first year of work arises for the employee after six months of continuous work. By agreement of the parties, paid leave may be granted to the employee before the expiration of six months (Article 122 of the Labor Code of the Russian Federation). The Labor Code prescribes that vacation does not include holidays established in Article 112 of the Labor Code of the Russian Federation. That is, if a holiday falls during the vacation period, it does not belong to the vacation period. In this case, the end date of the vacation is postponed.

Vacations are processed according to the vacation schedule. This document, in our opinion, is a mandatory local act, since its execution is regulated by Art. 123 Labor Code of the Russian Federation. The order of provision of paid vacations is determined annually in accordance with the vacation schedule approved by the employer. December is the month in which plans for the coming year are made. One of the mandatory documents that must be adopted during this period is the vacation schedule. The vacation schedule for the next year, as follows from Article 123 of the Labor Code, must be approved by the employer no later than 2 weeks before the start of the calendar year, that is, before December 16. Since there are only a few days left before the adoption of this document, we will dwell on those points that must be taken into account when drafting it. Vacations are issued according to the vacation schedule (Appendix 12 (not provided) - Unified Form T-7). The vacation schedule is mandatory for both the employer and the employee. The employee must be notified of the start time of the vacation no later than two weeks before it begins.

As mentioned above, the vacation schedule must be approved no later than two weeks before the end of the current production year and the beginning of the next, i.e. it's about mid-December. To work on scheduling you need:

Establish the most “unloaded” periods of the organization’s work

Find out the wishes of employees directly regarding the timing of vacation

Determine which employees benefit from vacation benefits

To solve the first condition, it is necessary to analyze the organization’s production process, determine periods of workload and calculate when a decline in the work process occurs. Department managers can help clarify the wishes of employees. They must be instructed to collect statements from their subordinates about the expected vacation time, and to resolve disagreements between employees that arose in the process of identifying this issue. After this, these managers must provide the HR department with information about the start dates of their subordinates' vacations to draw up a schedule.

...

INTRODUCTION

A feature of modern labor law is the expansion of contractual regulation of the labor relationship. Many of the issues that were previously resolved centrally may be the subject of consideration of a collective agreement, agreement, or employment contract. Yes, Art. 179 of the Labor Code of the Russian Federation defines a specific list of workers who are given a preferential right to remain at work in the event of a reduction in the number or staff of workers, and at the same time indicates that the collective agreement may provide for other categories of workers who enjoy a preferential right to remain at work with equal labor productivity and qualifications.

The tasks of the personnel service have now increased due to the fact that the Labor Code of the Russian Federation has classified local regulations as sources of labor law: orders and other documents containing labor law norms. It should be borne in mind that in cases provided for by the Code, other federal laws and other regulatory legal acts of the Russian Federation, collective agreements, agreements, the employer, when adopting local regulations, must take into account the opinion of the representative body of employees. All of the above explains the relevance of this work.

The purpose of the work is to study office work in personnel work.

The objectives of the work are

consider the theoretical foundations of organizing office work in personnel work;
study the organization of office work in personnel work using the example of Polygraph CJSC;
consider methods for optimizing the organization of office work in the personnel work of JSC Polygraph.

The subject of the work is the organization of office work. The object of the work is JSC Polygraph.

1 THEORETICAL FOUNDATIONS OF CASE PROCESS IN HR WORK

1.1 Documentation system in personnel records management

When entering a job, a citizen enters into an employment relationship with an organization or individual entrepreneur. The content of these relations is the mutual labor rights and obligations of employers and employees. The employer is obliged to provide the employee with work stipulated by the employment contract, ensure working conditions and pay wages on time, and the employee must personally perform the labor function defined by the employment contract, subject to internal labor regulations.

Labor legislation provides for documentation of the relationship between the employee and the employer, as well as between the job seeker and the employer (written refusal to hire). Correct registration of the emergence, change and termination of employment relationships is important for every employee not only during the period of work, but also after dismissal.

Working with personnel requires the employer to solve many management problems: recruiting personnel, adapting new employees, assessing the performance of employees, improving their qualifications, motivating work, etc. Personnel management also leads to the creation of numerous documents 1 .

Taking into account the above, all personnel documentation can be divided into two groups:

documents related to labor relations (for example, employment contracts, personnel orders, personal cards of employees, employee statements, vacation schedules, shift schedules, etc.);
documents related to personnel management (personnel plans and reports; regulations on personnel selection, on the adaptation of workers, on personnel assessment, etc.; questionnaires, tests, professiograms, personograms, etc.) 2 .

Personnel records management traditionally includes documents related to labor relations, most of which are necessary for processing procedures such as hiring, transfer to another job, dismissal, granting leave, sending on a business trip, etc.

When documenting labor relations, numerous organizational, administrative, accounting, information, reference and other documents of various types and varieties are created. Among these documents two groups can be distinguished:

local regulations of the organization related to labor relations;
documents related to personnel accounting and movement.

Local regulations these are documents of the organization containing labor law norms (Part 1 of Article 8 of the Labor Code of the Russian Federation), for example, internal labor regulations. The preparation of certain types of local regulations is provided for by the Labor Code of the Russian Federation. Such documents are mandatory for use (for example, a vacation schedule). Documents not provided for by the Labor Code of the Russian Federation are advisory in nature and are developed at the discretion of the organization (for example, regulations on the structural division of the organization).

A number of local regulations provided for by the Labor Code of the Russian Federation must be applied by all employers, including individual entrepreneurs. Such acts include: staffing schedule, internal labor regulations, vacation schedule, regulations on remuneration, regulations on the procedure for processing personal data of employees.

Some local regulations provided for by the Labor Code of the Russian Federation are mandatory for use only by those employers who have the appropriate features of labor organization and work with personnel, for example, a shift schedule, regulations on certification, regulations on labor standards, regulations on rotational work, regulations on apprenticeships, a list positions with irregular working hours, etc.

Documents related to the accounting and movement of personnel include: documents that an employee presents when applying for a job, and documents created for specific personnel functions.

Documents required for employment include:

identification documents;
documents confirming work experience, work experience;
documents confirming the level of education and qualifications;
documents related to state pension insurance;
military registration documents;
documents (if necessary) required taking into account the specifics of the future work (for example, a health certificate, driver’s license, etc.) 3 .

Documents created for specific HR functions include:

contractual documents: employment contracts, agreements of the parties, additional agreements to employment contracts, student contracts, agreements on full individual financial responsibility, agreements on full collective (team) financial responsibility;
administrative documents: orders (instructions) for personnel;
information and reference documents: employee statements, reports and explanatory notes, protocols, acts, etc.;
primary accounting documents: personal cards of employees, time sheets, notes, calculations for granting vacations and dismissal 4 .

Along with the documents, books, journals, cards are drawn up in which the documents compiled in the organization are taken into account (registered): a book for recording the movement of work books and inserts in them, a receipt and expenditure book for recording forms of work books and inserts in them, books for registering employment contracts, orders, personal cards of employees, personal files, etc.

Thus, personnel records management is a set of procedures for the compilation, execution, processing, execution, formation into files, storage and use of personnel documentation.

Currently, after the Labor Code of the Russian Federation came into force, the following main changes have occurred in personnel records management:

Some traditional personnel documents that had been mandatory for many years (for example, a job application) have ceased to be mandatory;
new documents mandatory for the employer have appeared (for example, documents establishing the procedure for working with personal data of employees);
the total number of documents processed in the personnel service has increased (for example, documents when applying for annual paid leave);
the range of documents that must be delivered to the employee against signature has expanded;
a number of documents adopted by the employer require taking into account the opinion of the representative body of employees;
personnel documentation must be freely presented to state labor inspectors when they carry out inspections of employers’ compliance with labor legislation 5 .

Preparation of personnel documentation continues to take up most of the working time of personnel service specialists and often causes serious trouble during inspections and conflict situations. An analysis of the state of work with personnel documentation in numerous modern organizations shows that the most common mistakes in this area are:

lack of (mandatory) documents provided for by current legislation;
violation of the procedure for developing and putting into effect documents containing labor law norms;
incorrect execution of documents, ignorance of the rules for giving legal force to documents;
incorrect documentation of management situations, expressed in the absence of necessary documents or in a lack of understanding of what type of document should confirm the events taking place;
organization of storage and destruction of personnel documentation with gross violations of the rules for operating archives of organizations.

One of the main tasks of every employer in the field of work with personnel is the timely and correct conduct of personnel records.

1.2 Mandatory personnel documents generated in the personnel service of the enterprise

Accounting for labor and wages in the organization is carried out on the basis of primary documents generated in the personnel service. Poorly done work by the HR department inevitably affects the work of both the accounting department and the entire organization. The consequence of this is untimely payment of employees, sick leave, and untimely preparation of documents for submission to state social authorities. As a result, the financial performance of the enterprise as a whole decreases.

Compliance with the norms of the Labor Code of the Russian Federation and the correct execution of personnel documentation are controlled by both the bodies of the Federal Labor Inspectorate (Rostrudinspektsiya) and the bodies of the Federal Tax Inspectorate. A state inspector can come to the office of any organization, regardless of its form of ownership, and demand documents relating to personnel records, and other mandatory internal regulations and orders available in the organization (Federal Law of August 8, 2001 No. 134-FZ “On the Protection of the Rights of Legal Entities and individual entrepreneurs during state control (supervision)”) 6 .

organization of workers' labor;
concluding an employment contract and hiring;
transfer to another job;
providing employees with vacations;
employee incentives;
imposition of disciplinary sanctions on employees;
employee certification;
maintaining staffing;
recording the use of working time;
attracting employees to work on weekends and non-working holidays;
registration of business trips;
termination of the employment contract and dismissal from work 7 .

The list of personnel documents that organizations must maintain, regardless of their form of ownership, is given in Appendix 1. It also contains regulatory documents regulating the employer’s obligation to maintain certain personnel documents, and the periods for their storage (in accordance with the List of standard management documents generated in activities of the organization, indicating storage periods, approved by the Federal Archive on October 6, 2000, as amended on October 27, 2003).

The organization of workers' labor is carried out through the adoption (approval by the head of the organization or an official authorized by him) of local regulations. Every employer must have internal labor regulations and regulations on the protection of personal data. Other local regulations, such as regulations on wages, labor standards, bonuses and material incentives, certification, etc., are adopted if necessary.

A collective agreement (agreement) is advisory in nature, as it is concluded by agreement of the parties (Chapter 7 of the Labor Code of the Russian Federation). Maintaining personal files of employees is recommended for private companies. The employer’s obligation to maintain personal affairs applies to employees of state organizations in accordance with Federal Law No. FZ-79 of July 27, 2004 “On the State Civil Service of the Russian Federation.” For convenience, we can still recommend creating personal files or personal folders, and the procedure for their formation should be fixed in the local regulatory act of the organization, approved by the head.

In the employee’s personal file (personal folder), you can include copies of documents that are required when hiring (passport, military ID, certificate of TIN assignment, pension insurance certificate, marriage certificate, birth certificate of children - to provide income tax benefits; documents on education, etc.) and subsequently all the main documents created during the employee’s working life, which characterize his work activity (applications for transfer to another job, resignation letter, characteristics, documents on advanced training, copies of orders for admission , transfer, dismissal, etc.).

In addition, the employer must have the following labor protection documents:

instructions on labor protection by profession;
log of the briefing (familiarization with the instructions);
log of employees undergoing mandatory medical examination and others 8 .

These documents can be stored in the personnel service of the enterprise, if the organization does not have a separate labor protection service, or in the office.

In accordance with sub. "a" part 1 art. 356 of the Labor Code of the Russian Federation, the Federal Labor Inspectorate exercises state supervision and control over employers’ compliance with labor legislation and other regulatory legal acts.

2 PRACTICE OF CASE PROCESS IN HR WORK ON THE EXAMPLE OF CJSC "POLYGRAPH"

2.1 General characteristics of office work in the personnel work of JSC Polygraph

Labor relations between the employee and CJSC Polygraph arise on the basis of a concluded employment contract (Article 16 of the Labor Code of the Russian Federation). In the future, the resulting labor relations, as well as their changes and termination, must be properly formalized (Articles 68, 73, 80 and other Labor Codes of the Russian Federation).

Registration of labor relations means their documentation, i.e. the creation of appropriate documents.

As a result of documentation, organizational, administrative, accounting, information, reference and other documents of various types and varieties are created. Simultaneously with the documents, books, magazines, cards are drawn up, in which the documents compiled in the organization are taken into account (registered).

The mandatory registration of documents is directly determined by the requirement of clause 4.1.2 of the Standard Instructions for Office Work in Federal Executive Bodies, approved. by order of the Ministry of Culture of Russia dated November 8, 2005 No. 536: “... all documents that require recording, execution and use for reference purposes are subject to registration.”

It must be emphasized that the procedure for registering documents itself is not limited to putting registration dates and numbers on them. Registration of documents is a record of accounting data about a document in the prescribed form, recording the fact of its creation, sending or receipt (clause 4.1.1 of the Standard Instructions for Office Work in Federal Executive Bodies).

Working with personnel documentation is not limited only to the preparation, registration and execution of documents. The most important part of this work is the formation of executed documents into files for organizing their storage and use for reference purposes.

Thus, personnel records management is a set of procedures for the compilation, execution, processing, storage and retrieval of personnel management documents. For the timely and correct implementation of these procedures, it seems most appropriate to regulate as much as possible both the composition of personnel documents and the technology for working with them through the creation of a set of local regulations for office work: Sheet of document forms, Album of document forms, HR document flow schedule, Instructions for personnel office work .

One of the main objectives of these acts is to reflect the characteristics of the organization’s production activities, and for novice HR workers, local regulations on office work should become a reference book that provides answers to questions they have about documenting labor relations.

The basis of the regulatory framework for personnel records management is the Table of Document Forms. The purpose of preparing the Timesheet is to determine the necessary and sufficient set of types of documents for the legal registration of situations that arise in working with personnel. The use of the Timesheet allows you to reduce the working time and labor costs of the organization’s employees when solving the problems of documenting management activities.

The form of the Report Card (Appendix 2) is determined by the organization itself, developed by the personnel service and approved by order of the manager.

The preparation of a Sheet of Document Forms must be accompanied by the development of an Album of forms and samples of personnel documents included in the Sheet. The presence of the Timesheet and Album allows you to quickly and correctly document the work with personnel at JSC Polygraph.

The Timesheet and Album must first of all include documents provided for by the Labor Code of the Russian Federation, i.e., which are mandatory when registering labor relations.

2.2 Orders for personnel and their registration in ZAO Polygraph

The basis of personnel records management are orders (instructions) regarding personnel, issued after the conclusion of employment contracts, upon their changes and terminations. The content of the personnel order must comply with the terms of the concluded employment contract. From the orders of the head of the organization on personnel, information is transferred to accounting documents and work books of employees.

According to clause 3.5.5 of the Basic Rules for the Operation of Archives of Organizations, approved by the decision of the Board of Rosarkhiv dated 02/06/02 (hereinafter referred to as Basic Rules), orders for core activities and for personnel are maintained separately and formed into different files. This procedure also applies to small organizations, where a small amount of administrative documentation is created, and one of the employees (secretary, accountant, economist, etc.) is responsible for personnel records management.

Certain types of documents for the personnel of Polygraph CJSC have unified forms, approved. Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1 (Table 2.1).

The listed forms of personnel orders relate to the primary accounting documentation for recording labor and its payment, therefore, when filling them out, you should be guided by the Procedure for using unified forms of primary accounting documentation, approved. Resolution of the State Statistics Committee of Russia dated March 24, 1999 No. 20.

Table 2.1

Types of personnel documents that have standardized forms

In accordance with the said Procedure, additional details can be entered into the unified forms of primary accounting documentation if necessary. In this case, all details contained in the forms should not change (including code, form number, document name). Removing individual details from unified forms is not allowed. The formats of the forms indicated in the albums of unified forms of primary accounting documentation are recommended and are subject to change.

When producing blank products based on unified forms, it is allowed to make changes in terms of expanding or narrowing columns and lines for ease of placement and processing of information.

Changes to the unified forms of primary accounting documentation are made by issuing an order (instruction) from the head of Polygraph CJSC (see Appendix 3).

In the absence of a unified form of order for personnel approved by the State Statistics Committee of Russia (for example, when issuing orders to change the biographical data of employees, to apply disciplinary sanctions, and in other cases), forms are used on which orders for core activities are issued (Appendix 4).

It seems advisable to include in the Album of document forms the maximum number of sample orders for personnel, as well as systematically supplement it with new examples after documenting situations that arise in the practice of working with personnel.

For personnel orders, correct indexing and registration are of great importance. It is unacceptable to use one registration form for all personnel orders and further compile these documents into one file. It is the requirements for the subsequent formation of files that determine the procedure for working with orders for personnel in the “current” office work: orders for personnel are grouped into files in accordance with the established periods for their storage (clause 3.5.5 of the Basic Rules).

Orders with different storage periods must be registered in different accounting forms and have different registration indexes (numbers). The rules for indexing personnel orders are developed by Polygraph CJSC itself. In the practice of personnel services, alphanumeric indexing has become most widespread.

If there are large volumes of documents, it is advisable to group personnel orders related to various issues of working with personnel separately (clause 3.5.5 of the Basic Rules), applying different indexing, for example: to the serial numbers of orders on the movement of personnel (hiring, transfer to another work, dismissal) the letter “k” is added, for orders on secondment of workers “km”, on granting vacations “o”, on encouragement “p”, on disciplinary sanctions “v”, etc.

The order indexing system adopted by Polygraph CJSC is reflected in registration books (magazines), the forms of which are established by the organization itself. When developing accounting forms, you can use the advisory forms contained in Appendix 2 to the Intersectoral Integrated Time Standards for Work on Recruitment and Personnel Accounting (1991).

In the case of maintaining a record form in which information about personnel orders drawn up on various issues is entered, we can recommend the following book (journal) for recording orders (Table 2.2).

Table 2.2

Form of the book (journal) for registering orders

The accounting forms developed by Polygraph CJSC with various options for filling them out must be presented in the relevant sections of the Album of Document Forms.

Orders on personnel are issued if there are appropriate written reasons, which, in addition to employment contracts and amendments to them, include information and reference documents: employee statements, memos (reports and explanatory notes), submissions, protocols, acts, etc.

Documents grounds for orders must be properly drawn up and registered. Some documents (statements, memos, explanatory notes, representations, notifications) are drawn up in any form, others (protocols, acts) have unified or recommendatory forms.

2.3 Manager’s resolution

Statements from employees and memos refer to internal correspondence and require consideration and decision-making by the head of Polygraph CJSC. The decision made is reflected in the resolution, the content of which in most cases comes down to very brief instructions: “To the order”, “Execute”, “To the personnel department”, which do not correspond to the meaning of this detail.

Another serious mistake when putting resolutions on documents is the semantic discrepancy between the decision made by the manager and the content of the document being reviewed. Most often, such errors are found in resolutions on employee applications.

The employee asks in the application to divide the annual paid leave into parts and provide him with a part of the leave lasting 5 days (from Monday to Friday). The head of the organization, not agreeing with the employee’s request, indicates in the resolution: “Grant leave of 7 days” (from Monday to Sunday).

This resolution does not correspond to the content of the statement, and therefore is not a consideration of the substance of the issue raised. In this case, the resolution must contain a refusal to grant part of the leave.

The employee, on his own initiative, wants to terminate the employment contract and warns the employer about this in writing, but not two weeks in advance, but a shorter period of time. Not wanting to satisfy the employee’s request, the manager issues a resolution: “Dismiss with work within two weeks” or indicates in the resolution the date of dismissal after two weeks’ notice, i.e. does not coincide with the date contained in the employee’s application.

Again, instead of refusing the request expressed by the employee, he is “made an offer” that does not meet his wishes.

To avoid such errors, the Album of Document Forms should contain options for possible resolutions when making decisions on the most typical, frequently recurring situations.

A feature of protocols and acts is the creation of these documents either in the process of collegial discussion and decision-making (protocols), or when several persons establish (confirm) facts and events that occurred in their presence (acts). Therefore, the protocols additionally include information about the members of the collegial body who were present (i.e., the presence of a quorum), and when drawing up most acts, the presence of disinterested witnesses is required.

To record the internal documents created at Polygraph CJSC, the following approximate form of registration journals can be used, which are maintained separately by type and variety of documents (Table 2.3).

Table 2.3

Log form

2.4 Making entries in work books. Filling out a personal card

Other important information in the Album of Document Forms should include examples of making entries in workers’ work books. As you know, the current Instructions for filling out work books, approved. Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69, contains several sample records (for example, on the establishment of a second profession, on renaming an organization, on dismissal, etc.), but this is clearly not enough, especially for novice personnel officers.

Sample entries in work books can be placed in the Album after examples of execution of orders for personnel or in the form of a summary table (Appendix 5).

Difficulties in working with work books, as a rule, are caused by gaps or conflicting requirements contained in the current regulatory legal acts for their maintenance.

For example, in accordance with the approved Decree of the Government of the Russian Federation dated July 24, 2002 No. 555, the Rules for calculating and confirming the length of service for establishing labor pensions, the main document confirming the periods of work under an employment contract is the work book original, and not a certified copy. However, in Section IV of the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved. Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 states that a work book is issued to an employee only upon dismissal (termination of an employment contract). Thus, a problem arises with issuing the original work book to a non-retiring employee.

In this situation and other similar cases, when an employee must present the original work book to a particular authority, it is advisable to show in the Album of Document Forms the procedure for documenting the procedure for issuing a work book.

The document on the basis of which a work book will be issued, in our opinion, should be an application from the employee addressed to Polygraph CJSC, and not the “receipt” that is widely used in practice. After registering the application, considering it by the head of the organization and putting down a resolution, the employee must confirm in writing (on the same application) the fact of receiving the work book for temporary use with the obligation to return it in a timely manner without any damage, corrections, blots, etc.

The personnel service must organize control over the return of the work book issued for temporary use and check it when the employee returns the book. If the employee does not have a valid reason for receiving the original work book, he can only be given a certified copy.

Detailed instructions on the procedure for filling out should be accompanied in the Album of Document Forms by such accounting forms as a time sheet (forms T-12 and T-13) and an employee’s personal card (T-2).

Maintaining a time sheet is mandatory, since Polygraph CJSC is obliged to keep records of the time actually worked by each employee (Article 91 of the Labor Code of the Russian Federation). When filling out the timesheet, the following methods are used:

complete daily registration of hours worked or indication of the reasons for the employee’s absence (vacation, disability, etc.);

registration only of absences, absenteeism, tardiness, etc.

Time worked may include: daytime hours, night work, overtime, business travel, and work on weekends and holidays. Different types of working time are taken into account and paid separately.

Notes on absences from work for valid reasons must be supported by supporting documents. Hours worked part-time are entered into the timesheet in accordance with the conditions included in the employment contract.

The timesheet is drawn up in one copy by the timekeeper or an authorized person, signed by the head of the structural unit and the HR employee and transferred to the accounting department. In large organizations, time sheets are kept by structural divisions.

The employee’s personal card is filled out for all employees with whom an employment contract has been concluded, including part-time workers. Personal cards are filled out in one copy by a personnel service employee based on the personal documents of the citizen applying for work. Cards can be filled out by hand or using an electronic version followed by printing. When filling out the card manually, no blots or erasures are allowed.

If errors occur or changes need to be made (for example, when changing a surname, changing a home address or passport data), the incorrect or outdated entry is crossed out on the card, and the correct entry is placed above or next to it. Corrections made must be confirmed by the signature of a HR employee.

An important role when filling out personal cards of employees is played by all-Russian classifiers of technical and economic information (OKATO, OKIN, OKSO, OKPDTR), the use of which allows you to correctly fill out the corresponding lines of the card (Table 2.4).

If it is necessary to encode information in an employee’s personal card that is not included in the all-Russian classifiers, local classifiers of the organization are developed. The cards filled out when applying for a job are registered in the book of personal cards, the form of which is developed at the discretion of Polygraph CJSC.

Table 2.4

Errors in processing personal cards of JSC Polygraph

The logical conclusion of the development of regulatory support in the field of personnel records management is the preparation and approval of the Document Flow Schedule for the personnel service of JSC Polygraph. The Schedule reflects in tabular form the procedures for documenting labor relations for the following items:

drafting documents (basis for drafting, frequency, person responsible for preparation, number of copies, etc.);

preparation of documents (coordination, signing, approval);

processing of documents (registration, transfer for execution, familiarization of employees);

operational and archival storage of executed documents (place and terms of storage, frequency of submission to the archive).

The procedure for applying the considered local regulations on working with personnel documentation, as well as responsibility for its violation, must be enshrined in the Instructions for personnel records management, approved by order of the head of Polygraph CJSC.

3 OPTIMIZATION OF CASE PROCESS IN THE HR SERVICE

What would you like to get as a result of the project?
What financial costs will the company incur in connection with this?
How long will it take to prepare and implement automation?

To work on the project, an initiative group was created, which included specialists from three departments:

information technology services its tasks included analyzing programs on the market, assessing the possibility of their interaction with IT products that the company planned to implement in the future, as well as resolving issues related to further maintenance of the program;
financial department determination of the range of automation tasks related to payroll calculation;
personnel services formulation of project objectives in terms of employee management.

A detailed action plan was developed and approved for the project, indicating the deadlines and those responsible for the implementation of each item. The entire project (development, testing, implementation and personnel training) was allocated 4 months (Table 3.1). First of all, employees of each HR department decided what data they needed in electronic form. For the HR inspector personnel document flow, for the HR manager the candidate database (previously it was collected on paper), for the training specialist lists of those who attended training (all company personnel undergo training). Thus, for the personnel service it was necessary to configure several blocks:

1. “Recruitment”. A special directory was created to store the most complete information about all candidates invited for interviews, as well as potential employees of the company who might be of interest to it if some vacancies open.

2. "Training". To record information about training completion, the existing “Employees” directory was improved. It included a list of everyone who works (and previously worked) for the company. It turned out to be convenient because it contained information about each employee: date of birth, address, passport details, title of position and department, schedule, salary, etc. Therefore, this particular directory was chosen for revision. It is now possible to enter information about the date and name of the training, its results, as well as what training is necessary for the further development of the employee, both new and existing.

3. “Personnel records management.” This block was also refined in order to expand its capabilities, in particular, for entering a vacation schedule, monitoring its compliance, and drawing up employment contracts.

4. “Reporting and statistics.” It is the preparation of reports and the collection of statistical data that allows you to analyze the work done and formulate plans for the future. For these purposes, the following electronic reports were created:

“Percentik” it collects information as a percentage: the staff turnover rate, the ratio of the number of candidates who were interviewed and the number of employees hired;
“Interesting statistics” The HR department familiarizes all company employees with the data from this report every month. It contains information about how many men and women there are in the organization, statistics on education, marital status, and average length of service in the company.

Table 3.1

Project Execution Plan

No.	Project stage	Due date	Responsible
	Determining the needs for improving the program for the financial service	01.0910.09	Financial Director
	Determining the needs for improving the program for the personnel service	01.0910.09
	Setting up program blocks for the financial service	11.0910.10	Development company
	Setting up program blocks for personnel services	11.1010.11
	Providing the company with a trial version, testing	11.1116.11
	Finalization of comments	17.1130.11
	Installing a company program, setting up access rights for employees	01.12	Company developer, financial director, head of personnel services
	Training staff to use the program	02.1207.12	Development company
	Entering all necessary information into the program	08.1231.12	Head of HR

After installing the program and testing the settings, it was time for the most difficult stage of implementation. To begin with, all employees were trained in using the new program. It took place at the training center of the development company in two stages: first of all for the personnel service, then for the financial department (at this time the personnel officers were already entering information into the program). Classes were held during the week every morning from 9 to 11 o'clock. The process of mastering the program among employees proceeded at different paces, but everyone was convinced that automation allowed them to work more efficiently.

After training, all information was entered into the system (Fig. 3.1).

Rice. 3.1 Entering information about personnel

After the introduction of automation, the results were summed up. Analysis of the results showed the following:

1. Labor costs for simple personnel procedures have decreased significantly (Table 3.2).

2. The interaction between the personnel service and the financial department has been simplified.

3. It has become more convenient to store and use information about employees.

Table 3.2

Changes in the employee hiring process

Checkout point	What happened before		After automation
Entering employee data into the program	There was no		Process duration 10 minutes
Drawing up an employment contract	Design in Excel within	15 minutes
Making an admission order			10 minutes	Design in the program 5 minutes
Filling out a personal T-2 card			20 minutes	Key press in program 1 minute

The HR department should be aware of the following difficulties in automating HR processes:

a good and high-quality project requires a lot of money (especially if it is necessary to significantly change or supplement the program configuration);
HR specialists involved in an automation project will have to communicate with program developers. Meanwhile, not all personnel officers can speak “the same language” with programmers (as well as vice versa), therefore, they will have to learn this;
the process of entering all the necessary information will require maximum concentration of attention from HR employees.

CONCLUSION

Currently, the volume of work of the personnel department of enterprises in general and JSC Polygraph in particular has increased significantly. This is due to the need to conclude an employment contract in writing and prepare orders at all stages of the employment relationship, from hiring to dismissal.

In practice, there is no general agreement on how best to formalize the combination of professions (positions), changes to the employment contract in the form of permanent or temporary transfer to another job. It is also necessary to distinguish between provisions that are an integral part of the employment contract and agreements that have independent significance.

Today, the legal field in which the personnel service operates is very extensive. It includes not only the Labor Code of the Russian Federation, but also other federal laws, in particular the Federal Law of December 29, 2006 N 255-FZ "On the provision of benefits for temporary disability, pregnancy and childbirth of citizens subject to compulsory social insurance", Federal Law of April 20, 2007 N 54-FZ “On Amendments to the Federal Law “On the Minimum Wage” and other legislative acts of the Russian Federation”, according to which the minimum wage from September 1, 2007 was set at 2300 rub. per month.

An important role in regulating labor relations is played by decrees of the Government of the Russian Federation, in particular Resolution No. 922 of December 24, 2007 “On the specifics of the procedure for calculating average wages” and other regulatory legal acts containing labor law norms.

Knowledge of extensive regulatory material, judicial practice and the ability to apply them is a necessary condition for the successful operation of all personnel services.

LIST OF REFERENCES USED

Labor Code of the Russian Federation.
Resolution of the State Statistics Committee of Russia dated January 05, 2004 No. 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment.”
GOST R 6.30-2003
Andreeva V.I. Office work: requirements for document flow of a company (Based on the State Standards of the Russian Federation). - M.: Bizn.-shk. Intel Synthesis, 2004.
Andreeva V.I. On complex issues of documenting labor relations//Human Resources Directory, 2006, No. 10.
Barikhin A.B. Office work: textbook. M., 2006
Belushchenko S. Auto order in personnel //Handbook of Personnel Management, 2007, No. 4.
Boriskin V.V. Official paperwork. M., 2007
Bykova T.A. Office work. M., 2008
Vyalova V.M. Personnel records management in organizations with a separate division//Human Resources Directory, 2008, No. 8.
Galakhov V.V. Office work in the personnel service. M., 2006
Doronina L.A. Basics of office work. M., 2007
Magazine "Office Management", 2007, N 4
Iritikova V.S. Office work//Secretary work. 2007. - No. 1 p. 20-27
Kirsanova M.V. Office management course. M., 2006
Koryakina Yu.S. Office work. M., 2007
Kudryaev V.A. "Organization of work with documents" V.A. Kudryaev et al. M.:INFRA-M, 2006
Kuznetsov D.L. Personnel records management. M., 2007
Kuznetsova T. Office work. M., 2008
Kurnoskina L.V. Modern office work. M., 2007
Lenkevich L.A. Office work: textbook. M., 2007
Makarova N.A. Office work at the enterprise. M., 2008
Bad weather A.V. Organizational records management. M., 2007
Novikova E.A. Office work in the personnel service. M., 2006
Pustozerova V.M., Solovyov A.A. Hiring and dismissing employees. M.: Prior, 2006.
Pshenko A.V. Basics of office work. M., 2006
Smirnova E.P. Office work: textbook. M., 2006
Sokolov A.V. Documentation support for management. M., 2006.
Stenyukov M.V. Documentation and office work. M., 2007
Stenyukov M.V. Documents. Office work: Practical. A manual for document support of enterprise activities. M.: Prior, 2006.
Stolyarov Yu.N. Document classification: solutions and problems. // Book: research and materials. Sat. 70. M., 2005. P. 24-40.

APPENDIX 1

List of personnel documents required for the organization

No.	Document	What document regulates	Note	Shelf life
	Internal Labor Regulations (ILR)	Article 189 of the Labor Code of the Russian Federation	When hiring (before signing an employment contract), the employer is obliged to familiarize the employee with the PVTR against signature. Valid until replaced with new ones.	Constantly
	Regulations on the protection of personal data of employees	Article 86 of the Labor Code of the Russian Federation	When hiring (before signing an employment contract), the employer is obliged to familiarize the employee with the Regulations on the protection of personal data of employees against signature. Valid until replaced with a new one.	Constantly
	Staffing table (form T-3) (staffing arrangement)		It is compiled every time certain changes are made to it.	Constantly
	Book of accounting of the movement of work books and inserts for them		Stored in the HR department and maintained continuously.
	Receipt and expense book for recording forms of work books and inserts for them	Instructions on the procedure for filling out work books and inserts for them (approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69)	Stored in the accounting department along with the forms of work books and inserts for them; Forms are received by the HR department at the request of a HR employee.	50 years (but upon liquidation of the company, it is handed over to the city archive along with other documents, the storage period of which is 75 years)
	Regulations on remuneration, bonuses and material incentives	Section 6 of the Labor Code of the Russian Federation, Chapter 21 of the Labor Code of the Russian Federation	In the presence of complex payment and labor systems and bonus systems. Valid until replaced with a new one.	Constantly
	Regulations on the training system	Articles 196, 197 of the Labor Code of the Russian Federation	If there is a training system in the organization.	Constantly
	Regulations on employee certification	Article 81 of the Labor Code of the Russian Federation	When conducting certification by decision of the employer.	Constantly
	Vacation schedule		Approved by the employer no later than two weeks before the start of the calendar year.	1 year
	Employment contract	Articles 16, 56, 57, 67 of the Labor Code of the Russian Federation	Concluded in writing with each employee.	75 years old
	Job descriptions for each position in accordance with the staffing table, work instructions for professions		Accepted at the discretion of the employer.	Constantly
	Orders for employment	Article 68 of the Labor Code of the Russian Federation	Published on the basis of an employment contract. They are announced to the employee against signature within three days from the date of actual start of work.	75 years old
	Orders for transfer to another job	Article 72.1 of the Labor Code of the Russian Federation	Issued on the basis of an agreement on transfer to another job (additional agreement to the employment contract).	75 years old
	Orders of dismissal	Article 84.1 of the Labor Code of the Russian Federation		75 years old
	Orders on main activities		Published as needed. Orders for core activities prepared by the personnel service are registered and stored in the office. The personnel service maintains the file “Copies of orders for core activities.”	1 year (copies of orders stored in the personnel service)
	Orders for granting vacations		Issued based on the vacation schedule or employee application	5 years
	Employee applications for leave without pay	Article 128 of the Labor Code of the Russian Federation	Leave without pay is provided at the request (application) of the employee in accordance with Part 1 of Art. 128 of the Labor Code of the Russian Federation or as required by law on the basis of an employee’s application (Part 2 of Article 128 of the Labor Code of the Russian Federation).	5 years
	Employee personal card (form T-2)		Conducted for each employee.	75 years old
	Work book	Article 66 of the Labor Code of the Russian Federation, Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, Instructions on the procedure for filling out work books and inserts for them (approved by Decree of the Ministry of Labor of Russia of October 10, 2003 No. 69)	The employer keeps work books for each employee who has worked for him for more than five days.	Upon dismissal, the employee receives a work book in his hands. Unclaimed work books are stored in the organization for 50 years; upon liquidation of the enterprise, they are archived
	Agreements on full liability		They are concluded with employees who directly service material assets.	5 years
	Accounting book (log book) of orders for core activities	Instructions for office work in the HR service of VNIIDAD “Approximate instructions for office work in the HR service of an organization” (recommendatory)	Must be numbered and laced, sealed and signed by the employer	5 years
	Accounting book (log book) of employment orders			Same	75 years old
	Accounting book (log book) of dismissal orders			Same	75 years old
	Accounting book (log book) of orders for granting leave			Same	50 years
	Journal of registration of travel certificates			Same	5 years
	Time sheet	Part 3 of Article 91 of the Labor Code of the Russian Federation	The employer is required to keep records of the time actually worked by each employee	75 years old
	Shift schedule	Article 103 of the Labor Code of the Russian Federation	It is brought to the attention of employees no later than one month before it comes into force.	1 year
	Inspection log of inspection bodies	Federal Law of August 8, 2001 No. 134-FZ “On the protection of the rights of legal entities and individual entrepreneurs during state control (supervision)”	Conducted by all legal entities and entrepreneurs without forming a legal entity	Constantly
	Minutes of meetings, resolutions of certification qualification commissions	Regulations on certification of enterprise employees	Issued by the certification commission	15 years
	Report cards and orders for workers in hazardous professions	Part 3 of Article 91 of the Labor Code of the Russian Federation	Compiled monthly.	75 years old
	Lists of workers in production with hazardous working conditions	Resolution of the Council of Ministers of the USSR of January 26, 1991 No. 10 “On approval of lists of production, work, professions, positions, indicators giving the right to preferential pension provision”	If the production has harmful working conditions; is ongoing.	75 years old
	Lists of employees retiring on preferential pensions					50 years
	Correspondence regarding the appointment of - state pensions and benefits; Preferential pension	Same.		5 years 10 years
	Instructions on labor protection by profession	Section 10 of the Labor Code of the Russian Federation		Constantly
	Briefing log (familiarization with instructions)	Section 10 of the Labor Code of the Russian Federation		10 years
	Log of employees undergoing mandatory medical examination	Article 69 of the Labor Code of the Russian Federation, order of the Ministry of Health and Medical Industry of the Russian Federation dated March 14, 1996 No. 90 “On the procedure for conducting preliminary and periodic medical examinations of workers and medical regulations for admission to the profession” (as amended on 02/06/2001)		5 years
	Accident reports	Resolution of the Ministry of Labor of the Russian Federation of October 24, 2002 No. 73 “On approval of the forms of documents necessary for the investigation and recording of industrial accidents, and provisions on the features of the investigation of industrial accidents in certain industries and organizations”		45 years old
	Acts of investigation of occupational poisonings and diseases				45 years old

APPENDIX 2

Example of a document form sheet

APPENDIX 3

An example of an order to amend the forms of primary accounting documentation

APPENDIX 4

An example of an order for personnel on the order form for the main activity

APPENDIX 5

Example of an application for the issuance of a work book

APPENDIX 6

Pivot table example

1 Basakov M.I. Office work. M., 2007

2 Orlovsky Yu.P. Office work in the organization. M., 2007

3 Rogozhin M.Yu. Office work in the personnel service. M., 2007

4 Stenyukov M.V. Documents. Office work: Practical. A manual for document support of enterprise activities. M.: Prior, 2006

5 Trukhanovich L.V. Office work. M., 2008

6 Malkova E.N. Mandatory personnel documents formed in the personnel service of the enterprise // Personnel decisions, 2008, No. 7.

7 Malkova E.N. Mandatory personnel documents formed in the personnel service of the enterprise // Personnel decisions, 2008, No. 7.

8 Malkova E.N. Mandatory personnel documents formed in the personnel service of the enterprise // Personnel decisions, 2008, No. 7.

One of the All-Russian online seminars regularly held by the Garant company was devoted to labor issues arising in modern conditions. Valentina Ivanovna Andreeva, Ph.D., spoke at the event. Doctor of Science, Professor of the Department of Labor Law and Social Security Law of the Russian Academy of Justice (founders: the Supreme Court of the Russian Federation and the Supreme Arbitration Court of the Russian Federation).

The current Labor Code regulates labor relations and relations related to control and supervision of compliance with labor legislation and labor protection. At the same time, the application of the norms of this document has revealed certain contradictions, shortcomings and gaps in the regulation of labor relations. The lecturer highlighted some of them during the event. In addition, she told what documents an employer must prepare when hiring employees, how to correctly fill out a work book and make changes to this document.

Gaps in labor legislation

A number of provisions of the Labor Code are internally contradictory. Some of them are not stated clearly enough or their formulation does not fully take into account the content of other norms of labor legislation. Consequently, the existence of such conflicts can complicate the activities of law enforcement officials and provoke the emergence of labor conflicts.

Valentina Andreeva:
- Indeed, for example, Article 128 of the Labor Code directly states that leave without pay is granted upon the written application of the employee. And Article 255 of the Code states that an employee can receive maternity leave upon application and with a certificate of incapacity for work. There is no word “written” in this norm. With a literal interpretation, it turns out that in the first case a written statement is needed, but in the other it is not clear: an oral statement is sufficient or a written statement is also necessary, which, by the way, is accepted in practice. These ambiguities raise the question: is it possible to agree with the authors of the articles who write: “The employee must write an application asking for maternity leave and attach documents to it.” It turns out that she shouldn’t have to do this, but maybe, because this type of leave is provided precisely with a certificate of incapacity for work, and not just upon application.
Another example is related to a situation where, when performing any actions, an agreement between the parties must be reached. For example, upon dismissal or division of vacation into parts. In the first case, it is necessary to draw up an agreement to terminate the employment contract. Is it necessary to draw up an agreement in the second case? I believe that it is enough to write an application asking for part of the vacation. According to some authors, agreement is necessary.
Please also note that when drawing up any documents, you should know whether they have a unified form. For example, forms T-3 (staffing schedule), T-7 (vacation schedule) and a number of others are advisory in nature (with which some labor inspectors do not agree). Failure to use these forms does not lead to violations of the rights of employees, and therefore cannot be considered as a violation in documenting labor relations (note that these forms are mandatory for an accountant, which indicates serious inconsistencies in the norms in different legislative acts). But the T-2 form - the employee’s personal card - is required.
In practice, a situation such as replacing the signature of a manager in his absence often occurs. According to the methodological recommendations approved by Rosarkhiv for federal executive authorities, if there is no director, and instead of him there is a deputy, “acting director” should be written in the documents. However, we cannot agree with this. To eliminate such errors, a draft law on documenting labor relations is currently being created. It stipulates that the documents should indicate the position of the person who replaces the manager: deputy director, chief engineer.

Hiring

Every organization is faced with the need to recruit qualified personnel. On the one hand, the employer is free to choose personnel and can select candidates for vacant positions that best suit the characteristics of the job for which they are hired. On the other hand, the Constitution of the Russian Federation and the Labor Code proclaim the principle of freedom of labor, which means that everyone has the right to freely manage their ability to work, choose their type of activity and profession.

Valentina Andreeva:
- An organization’s personnel documents can be divided into 2 groups: those related to applicants for the position and those related to employees. Thus, the first group includes an announcement about the need for personnel. Very often, one of the requirements for a candidate is the presence of permanent or temporary registration in the region where the company operates. However, labor legislation clearly calls such a requirement discriminatory. In this regard, the refusal to hire a Russian citizen due to his lack of registration at the place of residence or stay is illegal, since it violates the right to freedom of movement, choice of place of stay and residence.
A document called a job offer is also becoming increasingly common. On the one hand, it does not give rise to the manager’s obligation to hire a person, on the other hand, it indicates the achievement of certain agreements. But if the employment contract was nevertheless drawn up and the conditions contained in it do not correspond to those that were previously proposed, the specialist has grounds for a dispute with the employer.
A job applicant must have his/her identity document checked. In this case, the passport must not be expired. However, the presence of such a fact cannot serve as a refusal to hire. You can register an employee using a temporary identity card. After replacing the passport, appropriate changes should be made to the T-2 form card and the employment contract.
Particular attention should be paid to the work book. It must be issued on a 2003 form. If the employee began his work experience before 2004, then the document form will be from 1938 or 1973, and the insert in it must be made modern - 2003. If you discover that the work book is not compiled on the required form, then you should make a duplicate of it or issue a new one.
If a personnel officer identifies a mistake in the work book of one of the employees that was made by the previous employer, you can act in 2 ways. The first is that the employee independently contacts the organization that made an error in the work book, and there it is corrected in the prescribed manner. The second method is that the company where the person currently works sends a request to the previous employer and, based on his official response, makes corrections to the work book. In this case, correctional entries must be made in accordance with the Instructions for filling out work books. After the last entry, indicate the next serial number and the date the correction was made. And then, under one serial number, enter 2 phrases: “The entry behind the number... is invalid” and the correct entry.
In addition to the full name of the organization, the work book must also indicate its abbreviated name. If a company has not only a full name, but also an abbreviated name, then both are recorded in the work book.
Records of dismissals in this document must be certified by the employer’s seal, which can also include the seal of the organization’s personnel service, if it meets all the requirements for the organization’s seal, namely: it must be round and contain the following details:

full name of the organization;
its location.

In addition to the above details, the organization's seal may contain the inscription "Human Resources Department".
If there is no seal after recording the employee’s dismissal, a problem arises with hiring him to his main place of work, because the fact of termination of work at the previous main place of work has not been confirmed (not certified by a seal). This problem does not arise if the employee worked for an individual entrepreneur before joining you, since they may not have a seal.
The group of documents related to the employee includes, in particular, local regulations (for example, regulations on bonuses, job descriptions, internal labor regulations, etc.), employment contract, staffing table, time sheet, etc. Personnel documents are signed by the head of the organization or another person authorized by him.
A personal file is not mandatory for registration, with the exception of the personal files of civil servants. But if you have started it, then the requirements of the Basic Rules for the Operation of Organizational Archives begin to apply. The storage period for personal records is 75 years.

Refusal to hire

An employer may refuse to hire a person in cases where he referred to a condition provided for by federal law, or justified his refusal by the applicant’s lack of necessary business qualities.

Valentina Andreeva:
- Let us note exactly what conditions can be referred to when refusing to conclude an employment contract:

When refusing to conclude an employment contract with a specific applicant, the employer is obliged to explain to him the reason for the refusal and, at the request of the applicant, state it in writing. If, in the opinion of the applicant, the refusal to hire is illegal, he has the right to appeal it in court.

Listeners ask...

As usual, in the second part of the online seminar, listeners asked the lecturer questions that interested them. Let's look at some of them.

What consequences await the employer if he does not issue a work book on time to an employee who quit?

According to Article 234 of the Labor Code, the employer is obliged to compensate the employee for the earnings he did not receive in the event of a delay in issuing his work book. In addition, a former employee can sue the employer asking for compensation for moral damages. Of course, the employee must first prove the infliction of moral damage. The court can accept many things as evidence: a certificate of illness resulting from the loss of a job, moral suffering caused by the inability to find a job, obtaining unemployed status due to a delay in issuing a work book, etc. In all cases of moral harm caused to an employee by unlawful actions or due to the employer's inaction, he is paid monetary compensation.

The organization decided to reduce the number of employees. However, due to an employee going on maternity leave, a temporary vacancy appears. Should an employer offer it to furloughed employees?

When dismissal due to a reduction in the number or staff of employees, the employer is obliged to offer the employee another available job. When an employee goes on maternity leave, her job remains, therefore, it is temporarily free and not vacant. The manager has no right not only to offer such a job to laid-off employees, but also to give it to them if they ask for it. You can do this: fire an employee due to staff reduction, and the next day hire him under a fixed-term contract for a temporarily free position.

The employee left his job voluntarily. However, he refused to receive a work book, citing the fact that he had been paid incorrectly. Is the employer obliged to pay the employee wages for all days of delay in issuing the work book?

Payment for forced absenteeism for days of delay in the work book is made if such a delay occurred through the fault of the employer. Since the employee refused to receive a work book, he should not be paid for forced absenteeism.

The teacher performs work for the organization under a civil contract. Is he entitled to vacation? Should I create a work book for such an employee?

A specialist who performs work under a civil law contract is not granted leave, since the right to leave arises only upon concluding an employment contract. There is no need to create a work book for such employees.

The company decided to reduce the workforce of an entire division. However, one of the employees is on maternity leave. Can the organization fire such an employee?

It is impossible to dismiss an employee at the initiative of the employer while he is on leave, including for child care. In addition, according to paragraph 4 of Article 256 of the Labor Code, during the period of maternity leave, the employee retains her place of work (position). It is also impossible to exclude her position from the staffing table. It is necessary to wait until the end of the vacation and warn the employee about the upcoming dismissal due to a reduction in the number of employees. And only after 2 months the employment contract can be terminated. This can be done earlier with the written consent of the employee. In this case, the employer must pay the employee additional compensation in the amount of average earnings for the time remaining before the expiration of the notice of dismissal. In addition, she retains the payments provided for in Article 178 of the Labor Code: severance pay in the amount of average monthly earnings and average monthly earnings for the period of employment, but not more than 2 months from the date of dismissal.

The organization is liquidated, and a new legal entity is created. Is the employer obliged to transfer women on maternity leave to a newly created company? If not, how to fire them?

In this case, the employer has the right (but is not obligated) to offer women on maternity leave dismissal by way of transfer to a newly created company. In the event of liquidation of an organization, employment contracts with employees on maternity leave are terminated under clause 1 of part 1 of Article 81 of the Labor Code.

T.V. Sudareva,
senior financial consultant at the law firm "Nalogovik"

Article 125 of the Labor Code provides for the possibility of dividing annual leave into parts with the mutual consent of the employee and employer. The law does not define the form of such an agreement. This means that the division of vacation into parts is carried out at the request of the employee who has expressed a desire to divide the vacation, and with the consent of the administration. On the contrary, if the initiative comes from the employer, then he invites the employee in writing to take part of the vacation, and he either agrees to this proposal or writes an application for the entire period of the next vacation.
If you fix the division of annual leave into parts in an employment contract or in an addition to it, this will look like coercion on the part of the employer and will lead to failure to comply with labor legislation, namely, it will violate the employee’s right to long, uninterrupted rest. After all, employees are provided with annual basic paid leave of 28 calendar days (Article 115 of the Labor Code of the Russian Federation). Replacement with monetary compensation is allowed only for vacation periods exceeding 28 calendar days (Article 126 of the Labor Code of the Russian Federation). Vacation as a type of rest time is mandatory for both the employer and the employee. Since Article 114 of the Labor Code states that employees are granted annual leave while maintaining their place of work (position) and average earnings. Only in exceptional cases is it allowed to postpone vacation to the next year if this is due to production needs and the employee agrees to such a transfer (Article 124 of the Labor Code of the Russian Federation). The same article imposes a ban on failure to provide an employee with leave for 2 years in a row.

Prepared
E.N. Podlipalina,
magazine expert

1 clause 1 art. 77 Labor Code of the Russian Federation
2 tbsp. 125 Labor Code of the Russian Federation
3 order of Rosarkhiv dated December 23, 2009 N 76
4 tbsp. 37 of the Constitution of the Russian Federation
5 tbsp. 2 Labor Code of the Russian Federation
6 order of the Ministry of Finance of Russia dated December 22, 2003 N 117n
7 clause 27 of the Rules, approved. fast. Government of the Russian Federation dated April 16, 2003 N 225
8 Instructions for filling out work books, approved. fast. Ministry of Labor of Russia dated October 10, 2003 N 69
9 tbsp. 63 Labor Code of the Russian Federation
10 paragraph 2, 3, 4 tbsp. 63 Labor Code of the Russian Federation
11th century 65 Labor Code of the Russian Federation
12 tbsp. 266 Labor Code of the Russian Federation
13 subp. "b" art. 44, art. 47 of the Criminal Code of the Russian Federation
14th century 64 Labor Code of the Russian Federation
15 paragraph 6 tbsp. 64 Labor Code of the Russian Federation
16th century 237 Labor Code of the Russian Federation
17th century 81 Labor Code of the Russian Federation
18th century 233 Labor Code of the Russian Federation
19th century 81 Labor Code of the Russian Federation