Why are personnel documents needed?
The existence of personnel records documents is determined by the norms of the Labor Code of the Russian Federation. For example, Art. 56 of the Labor Code of the Russian Federation establishes the concept of an employment contract, and Art. 212 obliges the employer to create internal regulations that will regulate labor protection. Thus, the need for mandatory personnel documents follows from the norms of the Labor Code of the Russian Federation. In addition, often the preparation of correct personnel documentation allows you to reduce the amount of income tax; for example, many payments in favor of employees can be confirmed by a collective agreement.
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What documents can be created from a template in BBP: Document Flow?
As we have already said, you can create absolutely any documents, but there is a limit on the variables that can be used in templates. We list the documents of the BPO: Document Flow system for which adding templates is available:
- Agreement;
- Order;
- Check;
- Shipment.
Here it is important to understand that we are not talking about the name of the documents being created, but about those “logical units” of the Document Management system, when created, a file from the template will be generated.
For example, when creating an “Order” in the service, you can create an “Appendix to the Agreement” or a “Specification” from a template, and when creating a “Shipment” document, you can create a set of documents from a waybill, transfer act and UPD, etc. An important point to consider when creating document templates is the presence of those variables that can be used in your own files. All variables for each document are described in detail in the corresponding subsection of the documentation.
Mandatory individual personnel documents
Individual personnel documents include:
- labor contract (form TD-1);
For information on drawing up a contract, see the material “Unified Form No. TD-1 - Employment Contract.”
- employment history;
- administrative document on hiring/dismissal (forms T-1 and T-8, respectively);
For information on using the T-1 form, see the material.
For more information about Order T-8, see the material “Unified Form No. T-8 - form and sample filling.”
- employee personal card (form T-2);
The template for this form can be found in the material “Unified Form No. T-2 - Form and Sample Filling Out”.
- order on the basis of which the employee is transferred (form T-5);
For more information about this form, see the material.
- order for vacation registration (form T-6).
The specified type of document is presented in the material.
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Mandatory personnel documents in a general purpose organization
Among the general purpose personnel documents, the following stand out:
- staffing table (form T-3);
You will find its template in the material “Unified Form No. T-3 - Staffing Schedule (form).”
IMPORTANT! When hiring an employee, his position in the employment contract must correspond to the staffing table (letter of Rostrud dated January 21, 2014 No. PG/13229-6-1).
- vacation schedule (form T-7);
For information on the schedule and the procedure for filling it out, see the material “Unified Form No. T-7 - Vacation Schedule.”
- order to dismiss employees (form T-8a);
- time sheet, on the basis of which the number of hours worked and salary calculation is monitored (forms T-12 and T-13);
For information about the T-12 form, see the material “Unified Form No. T-12 - Form and Sample.”
The structure of the T-13 report card is discussed in the material “Unified Form No. T-13 - Form and Sample.”
- other regulatory documents:
- on labor protection;
- on the protection of personal data;
- collective agreement;
- according to internal regulations;
- on wages and bonuses;
- about trade secrets;
- log books:
- work records;
- contracts;
- sick leaves.
IMPORTANT! Some documents that are required in one situation may not be of equal importance in other circumstances. So, for example, if there is no trade secret clause in the contract with an employee, then there is no need to issue a corresponding provision.
For information about archiving personnel documents, see the material “What is the period for storing personnel documents in an organization?”
HR documents: acts and journals
An act is a document confirming certain facts or events.
The following acts may be drawn up against the employee: refusal to give explanations for violation of labor duties, refusal to familiarize themselves with orders, refusal to familiarize themselves with notifications, establishing the fact of intoxication, and other acts. Journals are personnel documents that indicate all the details and information about documents published in the organization (for example, a notification log, a submission log and other logs).
Responsibility for the absence and improper storage of personnel documents
The following methods of punishment related to office work in the personnel sector can be distinguished:
- Disciplinary sanctions provided for in Art. 193 of the Labor Code of the Russian Federation, the maximum measure for which is dismissal.
- In accordance with the provisions of the Code of Administrative Offenses of the Russian Federation, the rules for bringing to administrative responsibility for the lack of documents are reflected in Art. 5.27, 5.27.1 Code of Administrative Offences.
Example:
An audit was carried out at Landysh LLC for 2020, during which it turned out that the company’s personnel service did not have a staffing table for the specified period. The LLC was held liable under paragraph 1 of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation, according to which the following punishment is provided:
- for officials - 1,000–5,000 rubles;
- for a company - 10,000–50,000 rubles.
Besides:
- Art. 13.20 Code of Administrative Offenses punishes 300–500 rubles. officials for violating the rules for storing documents;
- Art. 5.39 imposes a fine of 1,000–3,000 rubles. against responsible persons for failure to provide the requested personnel records information to the employee, for example, for refusing to issue a copy of the work record book.
In accordance with the Criminal Code of the Russian Federation:
- Art. 137 of the Criminal Code of the Russian Federation provides for punishment in the form of a fine of up to 350,000 rubles. or corrective labor for disseminating personal information about an employee;
- Art. 183 of the Criminal Code of the Russian Federation applies measures in the event of disclosure of trade secrets.
For information on the penalties provided for by law, see the material “From 01/01/2015, fines have been established for failure to draw up an employment contract or GPA.”
HR practitioner official website sample documents
Until the liquidation of the organization").
O, indicated in the list of certain types of documents, means that these documents may contain information of scientific and historical significance. Such documents are carefully studied and, if necessary, selected for state or municipal storage.
O means that the documents contained in the file have only practical significance and are stored in the organization until they are no longer needed (but not less than one year).
The shelf life of documents on non-traditional media corresponds to the shelf life of similar types of documents on paper.
When filling out column 4 of the list of cases after setting the storage period for the case, you must provide a link to the corresponding article in the list.
After its approval by the person responsible for maintaining the organization’s archive, the list of cases is signed by the head of the preschool educational institution service and agreed with the organization’s EC. If the documents of an organization are, in the prescribed manner, included in the Archival Fund of the Russian Federation, then the nomenclature of files is subject to agreement with the expert verification commission (hereinafter referred to as the EPC) of the relevant archival body or archival institution, after which it is approved by the head of the organization.
After approval of the nomenclature of cases, structural units receive extracts of its corresponding sections for use in their work.
With the beginning of the new calendar year, executed documents are formed into files in accordance with the approved nomenclature of the organization’s files.
At the end of each year, the list of cases is specified, approved by the head of the organization and put into effect on January 1 of the next calendar year.
When correspondence on a particular issue that began in the previous year is resumed, the documents are included in the current year's file, indicating the index of the previous year's file.
Approved plans, reports, estimates, staffing schedules and other documents are grouped separately from their projects.
After one year has passed after the completion of cases, office work is carried out to prepare them for transfer to storage in the archive of the organization. In accordance with the Basic Rules for the Operation of Organizational Archives, the archive receives documents, incl.
for personnel, no later than three years after completion of their office work.
Results
Every company wants to keep reliable records.
This applies not only to documents reflecting business transactions, but also to personnel records. In case of non-compliance with the norms of the Labor Code, the company may face penalties, and in the case of disclosure of information from personnel documents, even criminal liability may be applied. You can find more complete information on the topic in ConsultantPlus. Full and free access to the system for 2 days.
Creating a document from a previously downloaded template
At any time while working with the ABP: Document Flow online service, you can create documents from previously downloaded templates. When saving a record, the system checks whether there are templates corresponding to this type of agreement and document, and if any are found, along with the selection of printed forms, it will be proposed to create a document from the template.
When you specify the use of a template when creating a new document in Document Flow, the file will automatically be attached to the “Files” tab of the created document.
If the template was loaded after the document was created or it needs to be created later, this option is also provided. To do this, you need to open the document for which you need to create a file from the template, go to the “Files” tab. If downloaded templates are found for a given document, then in addition to the Add file button, there will also be a Create from template button, when clicked you must select the required template. The file will be immediately created and attached along with other files of this document.
In the future, all actions that are permissible for attached files are possible with this file, such as deleting, renaming, etc.
Clerk resume sample
The work of a clerk requires the presence of such qualities as attentiveness, scrupulousness, and the ability to process large volumes of information.
However, today simply listing personal characteristics is no longer enough. Recruiters look for evidence in your resume of the quality and speed of your work. Use numbers to show your effectiveness and make your resume stand out from the crowd. Superjob experts have put together a template for you that you can use to fill out the “Responsibilities and Achievements” field on your resume. To get a high-paying job and get the opportunity to grow to the position of assistant manager or head of the secretariat, indicate the following information in your resume: - Manually transferred cash transactions to the 1C program (2100 checks per month). — Prepared primary documents: acts, contracts (signing and affixing stamps) — more than 300 per day. — Organized systemic storage and archiving of primary documentation in paper and electronic form (from 150 to 200 documents per day). — Sent primary accounting documentation by courier service (with verification of sent documents for correctness of execution, client cards for correctness of execution), about 250 documents daily. — Prepared documents for shipment, prepared invoices, called a courier — about 120 shipments per month. — Registered incoming correspondence — more than 200 letters daily. — Made outgoing calls to clients to clarify contact information (more than 30 calls per day), entered information into the client card. — Organized work with the post office to ensure uninterrupted sending of documents. — Monitored the availability of consumables (envelopes, stamps). — Prepared a monthly report on the availability of consumables.
What knowledge and skills does the employer expect from a clerk? Check whether you have indicated everything in your resume using our example: - Competent oral and written communication. — Excellent knowledge of office programs Word, Excel, 1C. — Organizational skills. — Skills in receiving incoming calls, registering documents. — Experience working with a large volume of documents — 150 daily. — Experience in working in an electronic document management system, knowledge of EMIAS. — Knowledge of GOSTs and standards of office work and document preparation. — The ability to isolate the main thing from a large amount of information.
Create a Document Template
- In the toolbar of the Category and Document Templates , click the Add and select one of the items:
text template . Used to create a text file of the following type: *.rtf, *.doc, *.docx - table template . Used to create a table file of the following type: *.xls, *.xlsx
Enter or copy the required text in the document that opens.
