Types and significance of organizational documentation on personnel. Composition and types of personnel documentation. What is HR management

Earlier in our article: “Types of personnel documents of an organization in accordance with the Labor Code of the Russian Federation”, we already mentioned that personnel documents should be conducted by all organizations, regardless of their organizational and legal form, scope of activity and number of personnel. All these documents are directly or indirectly named in the Labor Code of the Russian Federation.

In general, to basic personnel documents that must be available in any organization include:

• work book of the employee;
• staffing table (form No. T-3);
• employment contract (or contract);
• order (instruction) on employment (form No. T-1);
• personal card (form No. T-2);
• order (instruction) on transfer to another job (form No. T-5);
• order (instruction) on granting leave (form No. T-6);
• vacation schedule (form No. T-7);
• order (instruction) to terminate the employment contract (contract) (form No. T-8);
• time sheet (form No. T-13);
• time sheet and payroll (form No. T-12);
• internal labor regulations;
• regulation on the protection of the employee's personal data;

Let's take a closer look at the above documents.

Employment history. The employee's work book is the main document confirming the employee's labor activity and his work experience (see Article 66 of the Labor Code of the Russian Federation). The work book is presented by the employee upon employment (hiring). The maintenance of work books is carried out by the employer in accordance with the procedure for filling out, maintaining and storing, approved by the Instruction, approved by the Decree of the Ministry of Labor of Russia dated 10.10.2003. No. 69. Upon dismissal of an employee, all records of his work, awards, transfers to another position, entered into the work book during the period of work of the employee in the organization, must be certified by the signature of the head and the seal of the organization.

staffing. This document is approved at the beginning of the work of the organization in a unified form No. T-3, approved by the Decree of the State Statistics Committee of Russia No. 1 and is valid indefinitely. If there is a need for this, additions in an unlimited number can be made to the staff list, such additions, in turn, are approved by order of the head of the organization. current Labor Code RF does not directly indicate the need for this document in the organization. At the same time, the obligation of this document is mentioned in Article 15 of the Labor Code of the Russian Federation, according to which labor relations imply work according to the position in accordance with the staffing table. In addition to the above, the staffing table is also contained in the list of documents checked by employees Pension Fund RF.

Labor contract. An employment contract with an employee is a fundamental document in the organization's personnel records management (Article 56 of the Labor Code of the Russian Federation). It is in writing and signed by the employee and the employer. The terms of the employment contract must fix the working conditions and remuneration established on the basis of the current regulatory legal acts and the requirements of labor legislation by agreement between the employee and the employer. The content of the employment contract is determined in accordance with the provisions of Article 57 of the Labor Code of the Russian Federation. Its conditions can be changed only by agreement of the parties and only in writing.

Order (instruction) on employment. The admission of an employee to an organization (newly hired employees) is formalized by an order (instruction) of the employer on employment in the form No. T-1, approved by the Decree of the State Statistics Committee of Russia No. 1, on the basis of an employment contract concluded with the employee. The content of the order (instruction) of the employer must comply with the terms of the employment contract concluded with the employee. The order (instruction) of the employer on hiring is announced to the employee against receipt within three days from the date of signing the employment contract. When hiring, the employer must familiarize the employee with the internal labor regulations in force in the organization, other local regulations of the organization related to the employee's labor function. This document is the basis for providing the employee with his workplace and securing the necessary property of the employer for him. The draft order (instruction) on employment is prepared simultaneously with the employment contract. The shelf life of orders for personnel, except for orders for the granting of holidays and secondment of employees and personal cards, is 75 years.

Vacation schedule. This document is approved by the employer, taking into account the opinion of the elected body of the primary trade union organization(if the latter is available) no later than two weeks before the onset of the calendar year, this is stated in Article 123 of the Labor Code of the Russian Federation in the unified form No. T-7, approved by the Resolution of the State Statistics Committee of Russia No. 1. The vacation schedule is necessary to reflect information about the time of distribution of annual paid vacations for employees of all structural divisions of the organization for the current calendar year, broken down by months.

Timesheets. Recorded on the time sheet working time each employee of the organization per month when working with a flexible schedule for the purpose of summarized accounting of working hours. The unified form of the time sheet No. T-12 and No. T-13, approved by the Decree of the State Statistics Committee of Russia No. 1. It contains the personnel number of each employee of the organization, the last name, first name and patronymic of the employee, as well as information about working hours for each day of the month worked . The time sheet is maintained by a timekeeper or a person responsible for maintaining the time sheet, who is appointed by order of the head for the purpose of personnel control and remuneration in the accounting department of the organization.

Internal labor regulations. The internal labor regulations are approved by the employer, taking into account the opinion of the representative body of employees, this is stated in article 190 of the Labor Code of the Russian Federation. The rules do not have a unified form. The internal labor regulations are developed by the employer independently, taking into account the current legislation and, as a rule, include the following sections: hiring; transfer to another position; dismissal; basic rights, duties and responsibilities of employees and the employer; working time and rest time; liability for violation labor discipline etc.

Regulation on the protection of personal data of an employee.

The obligation of the employer to approve the provision on the protection of the employee's personal data is enshrined in Article 87 of the Labor Code of the Russian Federation, as well as in the Federal Law of the Russian Federation of July 27, 2006 No. 152-FZ (as amended on July 29, 2017) "On Personal Data". Personal data is any information relating to a certain or determined on the basis of such information to an individual(to the subject of personal data), including his last name, first name, patronymic, year, month, date and place of birth, address, family, social, property status, education, profession, income, other information (clause 1, article 3 of the Law No. 152-FZ). The regulation on the protection of personal data does not have a unified form. This document includes such sections as: the concept and composition of personal data; duties and rights of the employee and the employer; collection, processing and storage of personal data; access and transfer of personal data; protection of the employee's personal data; responsibility for disclosure of personal data of the employee.

Book of accounting of work books and inserts in them. Upon receipt work book in connection with the dismissal, the employee must sign in the book of accounting for work books and inserts in them. The accounting book must be numbered, laced and sealed with the signature of the head and the seal of the organization.

full agreement liability. The provisions on contracts of full material liability of employees are contained in articles 243, 244 of the Labor Code of the Russian Federation). They are mandatory concluded with employees who have reached the age of eighteen, in case of transfer to the employee to perform the duties assigned to him. material assets for storage or use in the manufacturing process. The standard form of an agreement on full liability was approved by Decree of the Ministry of Labor of Russia No. 85.

Thus, we tried to consider the main mandatory personnel documents for an organization of any form of ownership and their features, in the absence of which the labor inspectorate, in the event of an inspection of your organization, can legally hold the company administratively liable for the absence of any of the above this article personnel documents.

The internal documents of the organization that HR officers deal with can be clearly divided into six main types (groups):

• - local regulations,
• - administrative documents,
• - documents confirming the work activity of the employee,
• - information and settlement documents,
• - official internal correspondence,
• - Journals (books) of accounting and registration of documents.

The documents included in each of these groups have their own characteristics: they are developed, approved and put into effect in different ways.

Local regulations define general principles the work of the organization. They establish the regime of work and rest of employees, their official functions, the system of remuneration and bonuses, the basic rights and obligations of the parties to the employment contract.

These documents are developed in accordance with the current labor law and must not contradict it.

Administrative documents. This type of internal documents includes orders and orders of the head.

Orders are divided into two independent groups:

• - orders on the main activities of the organization (on production issues, on the approval of the organization's staffing table, instructions on personnel records management, the procedure for attestation);
• - orders on personnel (on hiring, on dismissal, on transfer to another position, on the provision of vacations, on incentives and disciplinary sanctions).

Documents confirming the work activity of the employee

• - employment history,
• - labor contract,
• - certificate of employment,
• - Copies of orders for hiring and dismissal of employees.

Information and settlement documents are maintained personnel service to record the personal data of employees, to secure information related to their work activities:

• - employee's personal card,
• - staffing,
• - vacation schedule,
• - timesheet,
• - shift schedule
• - Personal things.

The form of most of these documents is also unified.

Internal business correspondence is used for documentation all staffing decisions.

For example, the head of a structural unit, wanting to punish a subordinate for absenteeism, requires an explanatory note from him. And then he turns to the director of the organization with a memorandum in which he asks to bring the guilty employee to disciplinary responsibility.

If we are talking about encouraging an employee for labor merits, the boss sends an idea to the director about encouraging the employee.

With the help of internal official correspondence, there is also an official exchange of views between officials organization, between officials and management of the organization.

Journals of accounting and control or registration journals (books) are maintained in the organization to record personnel documentation. The correct accounting of the document (with the assignment of a specific number and with a note on the date of registration) gives it legal force.

Forms of some magazines and books are approved by official bodies, while other forms are developed by the organization itself.

For example, the form of the book of accounting for the movement of work books and inserts to them was approved by the Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69.

A personal affairs log or passing log medical examinations does not have a recommended form, therefore it is developed by the organization itself at its own discretion.

All previously listed internal documents of the organization are divided into three blocks:

• - obligatory,
• - conditionally mandatory (depending on the specifics of the organization),
• - recommendation.

Mandatory documents must be maintained by all organizations without exception, regardless of their organizational and legal form, scope of activity and number of personnel. All these documents are either directly or indirectly named in the Labor Code.

Documents that depend on the specifics of the organization are mandatory only for certain companies. To a greater extent, this applies to organizations with harmful conditions labor. If the organization has professions that the law classifies as professions with harmful working conditions, then it becomes mandatory for this company to develop additional instructions.

For example, about being instructed when working with dangerous objects or about undergoing periodic medical examinations.

For example, job descriptions specialists, the position on remuneration or the provision on bonuses is not in every company.

Giving documents legal force
* instruction on personnel records management
* preparation of files of the personnel service for transfer to the archive of the organization, storage periods
* the responsibility of the employer for violation of the requirements for maintaining personnel records

The main purpose of personnel documentation is to give greater transparency to labor relations. The entire system of personnel documentation establishes certain rules, under which employees are guaranteed stability, and it is easier for the administration to manage personnel. The most accurate regulation of the range of rights and obligations with the help of personnel documents is in the interests of both parties to labor relations.
The composition of local regulations that are mandatory for each employer, according to the interpretation of the norms of the Labor Code of the Russian Federation, includes:
Staffing (Article 57 of the Labor Code of the Russian Federation);
· Internal labor regulations (articles 56, 189, 190 of the Labor Code of the Russian Federation);
Documents establishing the procedure for processing personal data of employees, their rights and obligations in this area (Articles 86, 87, 88 of the Labor Code of the Russian Federation);
· At shift work each group of workers must perform work during the established working hours in accordance with the shift schedule (Article 103 of the Labor Code of the Russian Federation);
Vacation schedule (Article 123 of the Labor Code of the Russian Federation);
· Rules and instructions for labor protection. The employer must provide safe conditions and labor protection, rules and instructions on labor protection must be drawn up and brought to the attention of employees against signature (Article 212 of the Labor Code of the Russian Federation).
These personnel documents are among those that, first of all, are checked by inspectors of the federal labor inspectorate.
Shift schedule St. 103 of the Labor Code of the Russian Federation Mandatory in the presence of shift work

Personnel Documentation

It is created in the process of fulfillment by the personnel department of its duties of documenting work with personnel. Personnel documentation is always “tied” to a specific employee and reflects the specifics of his position (profession), employment conditions, labor results, etc.
This type of documentation includes:
administrative documents, documents confirming the labor activity of the employee;
information - settlement documents;
official internal correspondence;
journals (books) of accounting and registration of documents.
The documents included in each of these groups have their own characteristics. They are designed for different purposes, they are developed, approved and put into effect in different ways.

Administrative documents

Documents confirming labor activity

Information and settlement documents

Internal business correspondence

Journal (books) of accounting and registration

Personnel orders:

About hiring
- on dismissal
- about translation
- about the direction to
business trip
- granting leave
-about promotion
-about overlay disciplinary action

Orders for core business

Employment books
- employment contracts and amendments to them
- copies of orders for personnel

Personal cards of employees
- personal files of employees
- time sheet

Employee Statement
- office notes
- explanatory
- representation

Registration of employment contracts
- registration of orders for the admission, transfer and dismissal of employees
- registration of leave orders
- registration of orders for business trips of employees
- registration of travel documents
- registration of service tasks
- registration of local regulations
- book of accounting for the movement of work books and inserts to them
- registration of orders on incentives and imposition of disciplinary sanctions
- issuance of information on personnel
- accounting of sick leaves

Administrative documents

This type of internal documents includes orders and orders of the head. With their help, the head of the organization exercises the authority to manage the organization, provided for by the charter of this organization.
The orders of the first official of the company are divided into two independent groups.
The first group - orders on the main activity of the organization (on production issues, on the approval of the staffing table in the organization, instructions on personnel records management, the procedure for attestation).
The second - orders on personnel (on hiring, on dismissal, on transferring to another job, on granting vacations, on incentives and disciplinary sanctions).
The documents included in the first group cover the activities of the organization as a whole, they relate to the work of the personnel service only indirectly.
The second group includes documents directly related to the labor activity of employees.
Many of these documents are maintained according to a standard form approved by the State Statistics Committee of Russia.

Documents confirming the work activity of the employee

These documents include:
- employment history,
- labor contract,
- certificate of employment,
- Copies of hiring and dismissal orders.
The purpose of these documents is to reflect as accurately as possible the work experience of the employee. The fact is that the length of service (general labor or insurance) is important both for the future pension provision of the employee and for assigning temporary disability benefits to him during the period of work.
On the basis of copies of the orders of other employers, entries on part-time employment are made in the work book of the employee, and a duplicate of the work book is also issued.

Information and settlement documents

Information and settlement documents are maintained by the personnel department to record the personal data of employees, to secure information related to their work activities.
These include:
- employee's personal card,
- staffing,
- timesheet,
- Personal things.
The form of most of these documents is also unified.

Internal business correspondence

Internal correspondence in the organization is used to document all personnel decisions. For example, in order to bring an employee to disciplinary responsibility, it is required to obtain explanations from the employee.
If we are talking about encouraging an employee, his immediate supervisor sends an idea to the head of the organization about encouraging the employee.
With the help of internal official correspondence, there is also an official exchange of views between the officials of the organization, between the officials and the management of the organization.

Logs of accounting and control

Registration journals (books) are maintained in organizations to record personnel documentation (orders on personnel, work books, personal files, identity cards). The correct accounting of the document (with the assignment of a specific number and with a mark on the date of registration) gives it legal force (the force of evidence), with the help of which the employer can confidently win labor dispute with an employee.
The Human Resources Department maintains registration of personnel documents and uses the following registration forms or they are maintained by other authorized persons:
- register of employment contracts;
- register of orders for the admission, transfer and dismissal of employees;
- journal of registration of orders for granting leave;
- journal of registration of orders on business trips of employees;
- journal of registration of travel certificates;
- register of service tasks;
- register of local regulations;
- a book of accounting for the movement of work books and inserts to them;
- income and expense book for accounting forms of the work book and an insert in it;
- journal of registration of orders on incentives and imposition of disciplinary sanctions;
- Journal of issuing certificates on personnel;
- register of sick leaves;
- register of accidents at work.

Forms of some magazines and books are approved by official bodies, while other forms are developed by the organization itself.
For example, the form of the book of accounting for the movement of work books and inserts to them was approved by the Decree of the Ministry of Labor of Russia dated October 10, 2003. No. 69. A personal affairs register or a medical examination register does not have a recommended form, therefore it is developed by the organization itself at its own discretion.

Are all documents required?

All listed internal documents of the organization are conditionally divided into three blocks:
- obligatory,
- recommended,
- depending on the specifics of the organization.
Required Documents should be carried out by all organizations without exception, regardless of their organizational and legal form, scope of activity and number of personnel. All these documents are either directly or indirectly named in the Labor Code. Thus, the need to maintain internal labor regulations follows from Art. 189 and 190 of the Labor Code of the Russian Federation, the mandatory staffing table - from Art. 57 of the Labor Code of the Russian Federation, and documents on the protection of personal data are prepared based on the requirements of Ch. 14 of the Labor Code of the Russian Federation.
Recommended Documents serve to optimize work with personnel. They may or may not be in the organization. It depends on the decision CEO or HR manager.
For example, job descriptions for specialists, regulations on departments are not available in every company.
Organization specific documents are only required for certain companies. To a greater extent, this applies to organizations with harmful working conditions. If the organization has professions that the law classifies as professions with harmful working conditions, then it becomes mandatory for this company to develop additional instructions. For example, about being instructed when working with dangerous objects or about undergoing periodic medical examinations.
What exactly do you need to have in the personnel documentation of the organization? List of personnel documentation of the enterprise:

List of required personnel documents

Document	Link to legislation	In what cases is it issued
General documents
Internal labor regulations	Art. 189 Labor Code of the Russian Federation	Necessarily
staffing		Necessarily
Book of accounting for the movement of work books and inserts in them	Decree of the Ministry of Labor of Russia No. 69 dated 10.10.2003	Necessarily
Job descriptions for each position in accordance with the staffing table	Unified Tariff and Qualification Directory	Mandatory if official duties not covered by employment contracts
Regulations on the personal data of employees	Art. 86 of the Labor Code of the Russian Federation	Necessarily
Regulations on the remuneration of employees	Section VI of the Labor Code of the Russian Federation
Regulations on bonuses and material incentives for employees	Section VI of the Labor Code of the Russian Federation	Mandatory if wage issues are not regulated in employment contracts
Regulation on labor protection	Section X of the Labor Code of the Russian Federation	Not necessary
Occupational safety instructions by profession	Section X of the Labor Code of the Russian Federation	Necessarily
Briefing log (familiarization with instructions)	Section X of the Labor Code of the Russian Federation	Necessarily
Journal of obligatory medical examination by employees	Art. 69 of the Labor Code of the Russian Federation	Persons under the age of eighteen, as well as other persons in cases provided for by the Labor Code of the Russian Federation and other federal laws
Vacation schedule	Art. 123 of the Labor Code of the Russian Federation, Resolution of the State Statistics Committee of Russia No. 1 of 01/05/2004	Necessarily
Trade secret regulation	the federal law No. 98-FZ of July 29, 2004 "On trade secrets"	Mandatory if the employment contract states that the employee must keep commercial secrets
Collective agreement	Chapter 7 of the Labor Code of the Russian Federation	Not obligatory, concluded by agreement of the parties
Individual Documents
Labor contract	Art. 16, 56, 67 of the Labor Code of the Russian Federation	Necessarily
The order of acceptance to work	Art. 68 of the Labor Code of the Russian Federation, Resolution of the State Statistics Committee of Russia No. 1 of 01/05/2004	Necessarily
Employee's personal card	Decree of the State Statistics Committee of Russia No. 1 of 01/05/2004	Necessarily
Employment history	Art. 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”, Decree of the Ministry of Labor of Russia of October 10, 2003 No. 69	Necessarily
Agreements on full liability	Appendices No. 2 and No. 4 to the Decree of the Ministry of Labor of Russia of December 31, 2003 No. 85	Mandatory in cases of establishing full liability
Order on granting leave to an employee	Decree of the State Statistics Committee of Russia No. 1 of 01/05/2004	Necessarily
Employee application for unpaid leave	Art. 128 Labor Code of the Russian Federation	Necessarily
Timesheet and payroll	Decree of the State Statistics Committee of Russia No. 1 of 01/05/2004	Necessarily
shift schedule	Art. 103 of the Labor Code of the Russian Federation	Required for shift work

Restoration of personnel documentation

A new HR manager can be expected at new job many surprises, and not all of them can be pleasant. For verification, it may turn out that the organization does not have even half of the documents from the above list. Of course, it is almost impossible to develop, execute and implement all these documents in one day. Need to highlight in this list The most important and priority positions and proceed to their registration.
Start by drawing up a staffing table, a vacation schedule. Let it even take place in violation of the deadlines specified in the Labor Code of the Russian Federation.
Then you need to check the availability of employment contracts with employees, the availability and correctness of registration of orders for admission and transfer, entries in work books.
Keep registers of employment contracts, a register of orders for the admission, transfer, dismissal of employees of your organization.
Prepare a work book.
Then you have to put in order personal cards of the T-2 form.
The document is dated by the time of its execution, but in the text of the document, for example, a T-2 form card, the real (in the case in question, earlier) date of receipt is indicated, i.e. exactly the date when the employee was hired or transferred to another position. When setting the dates of acceptance and transfer, you can resort to the help of accounting and request personal accounts of employees to verify and clarify the dates.
It is very important not to start the current job!
Draw up documents for newly hired, transferred or dismissed employees within the terms strictly established by the Labor Code of the Russian Federation and in compliance with all office work rules.
The next step should be the drafting, execution and implementation of local regulations.
Remember that this is a serious, very responsible and time-consuming work, because these documents contain norms labor law(Article 8 of the Labor Code of the Russian Federation).
It is impossible to qualitatively develop and implement job descriptions even with a small staff of employees in three days.
Putting order in the personnel documentation of the organization, be very careful when destroying documents on personnel.
Especially to such documents on personnel as:
employment contracts, orders for admission, transfer, dismissal,
personal cards of form 1-2, personal accounts of employees,
personal files and registration forms - have a shelf life of 75 years.
Unclaimed work books and the book of accounting of work books and inserts to them are stored for 50 years.
The terms of storage of documents on personnel are established by the List of standard management documents generated in the activities of organizations, indicating the terms of storage, approved by the Federal Archive on 10/06/2000 (as amended on 10/27/2003). All documents listed in the List must be archived.

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

For example, according to the target affiliation, two large groups personnel documents:

1. Documents on accounting for the personnel of employees, which include orders for hiring, transferring to another job, granting leave, dismissal, employee's personal card and others. The main part of the documents on personnel was included in the unified forms of primary accounting documentation for accounting for labor and its payment, approved by the Decree of the State Statistics Committee Russian Federation dated January 5, 2004 No. 1 "On approval of unified forms of primary accounting documentation for accounting for labor and its payment."

2. The second group consists of documents related to the implementation of functions for personnel management and labor organization (Internal labor regulations, Regulations on the structural unit, job descriptions, Structure and headcount, staffing). AT " All-Russian classifier management documentation" OK 011-93, approved by the Decree of the State Standard of the Russian Federation dated December 30, 1993 No. 299, these documents are called "documentation on the organizational and regulatory regulation of the activities of an organization, enterprise."

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

1. Documentation for employment:

· Application for a job;

· Appointment contract;

· The order of acceptance to work;

Protocol general meeting labor collective about hiring.

2. Documentation for transfer to another job:

· Application for transfer to another job;

· Representation of transfer to another job;

· Order for transfer to another job.

3. Documentation for dismissal from work:

· Letter of resignation;

· Order of dismissal;

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

4. Documentation for registration of holidays:

· Vacation schedule;

· Application for leave;

· Order for leave.

5. Documentation on the design of incentives:

· Presentation of promotion;

· Order on encouragement;

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

6. Documentation on registration of disciplinary sanctions:

· Report on violation of labor discipline;

· Explanatory note on violation of labor discipline;

· An order to impose a disciplinary sanction;

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

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

In addition, documenting labor relations occupies an important place in labor legislation.

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

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

Employment is formalized by order (instruction) of the employer, with whom the employee gets acquainted against signature (Article 68 of the Labor Code of the Russian Federation);

· work books are maintained for all employees (Article 66 of the Labor Code of the Russian Federation);

upon a written application of the employee, the employer is obliged, no later than three working days from the date of submission of this application, to issue to the employee copies of documents related to work (copies of the order for employment, orders for transfers to another job, order for dismissal from work; extracts from the work book ; information about wages, on accrued and actually paid insurance premiums for compulsory pension insurance, on the period of work at this employer and others) (Article 62 of the Labor Code of the Russian Federation);

Mandatory issuance of an order (instruction) on the application of a disciplinary sanction (Article 193 of the Labor Code of the Russian Federation);

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

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

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

No. T-1 "Order (instruction) on hiring an employee", No. T-1a "Order (instruction) on hiring employees", No. T-2 "Personal card of an employee", No. T-2GS (MS) " Personal card of a state (municipal) employee", No. T-3 "Staffing", No. T-4 "Record card of a scientific, scientific and pedagogical worker", No. T-5 "Order (instruction) on the transfer of an employee to another job", No. T-5a "Order (instruction) on the transfer of employees to another job", No. T-6 "Order (instruction) on the provision of leave to the employee", No. T-6a "Order (instruction) on the provision of leave to employees", No. T- 7 “Vacation schedule”, No. T-8 “Order (order) on termination (termination) of an employment contract with an employee (dismissal)”, No. T-8a “Order (order) on termination (termination) of an employment contract with employees (dismissal) ”, No. T-9 “Order (instruction) on sending an employee on a business trip”, No. T-9a “Order (instruction) on sending employees on a business trip”, No. T-10 “Travel certificate e", No. T-10a "Service task for sending on a business trip and a report on its implementation", No. T-11 "Order (order) on the promotion of an employee", No. T-11a "Order (order) on the encouragement of employees".

In addition, the Decree of the Goskomstat of the Russian Federation dated January 5, 2004 No. 1 approved unified forms for recording working hours and settlements with personnel for remuneration:

No. T-12 "Time sheet and payroll", No. T-13 "Time sheet", No. T-49 "Payroll", No. T-51 " Payslip", No. T-53 " Payment statement”, No. T-53a “Payroll registration journal”, No. T-54 “Personal account”, No. T-54a “Personal account (svt)”, No. T-60 “Note-calculation on granting leave to an employee”, No. T -61 "Note-calculation upon termination (cancellation) of an employment contract with an employee (dismissal)", No. T-73 "Act on the acceptance of work performed on an urgent employment contract concluded for the duration of a certain work.

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

The composition of local regulations that are mandatory for each employer, according to the interpretation of the norms of the Labor Code of the Russian Federation, includes:

Staffing (Article 57 of the Labor Code of the Russian Federation);

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

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

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

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

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

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

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

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

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

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

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

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