How to number and register employment agreements and contracts

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Published: 05/09/2017

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The numbering of employment contracts is not mandatory from the point of view of law, which means that the employer has the right to decide for himself how to number documents in his own enterprise or organization.

In our article we will talk in detail about existing numbering rules, and also shed light on questions that interest you.

• Legislation
• Numbering tasks
• Recommendations and features of numbering employment contracts
• Nuances of numbering additional agreements

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Is numbering necessary?

As it has become clear from current regulations, numbering on documents is not mandatory, which means that you can also find contracts without a number.

But numbering is desirable, since it helps improve the quality of office work in the enterprise. In addition, the numbers of employment contracts are required to be indicated in some reporting forms, for example, they must be transferred to the hiring order under number T-1.

Articles on the topic (click to view)

• What to do if the employer does not give the employment contract
• What is the difference between a collective agreement and an employment contract?
• Apprenticeship contract with an enterprise employee: sample 2020
• Terms of remuneration in an employment contract: sample 2020
• Go on maternity leave from the labor exchange
• Notice of extension of a fixed-term employment contract: sample 2020
• Notice of termination of a fixed-term employment contract: sample 2020

Each head of a company or firm decides for himself how numbers should be assigned.

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Can one of the parties, after concluding an agreement, demand from the other party that all payment documents indicate their contract numbers that meet the requirements of their internal automated accounting system? (up to the point that the other party issues an invoice and invoice manually).

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On the one hand, the management issued an order on the responsibility of employees for violating the procedure for conducting office work and the nomenclature of cases in particular. Moreover, the responsibility is material. This is due to the fact that the internal accounting program is adjusted to this numbering.

How to correctly number employment contracts?

The introduction of an algorithm is a particularly pressing issue for large organizations where there is a frequent change of personnel. It is proposed to indicate the following information in the agreement number:

• Day/month of compilation;
• Year of compilation;
• Serial number.

Expert opinion

Lebedev Sergey Fedorovich

Practitioner lawyer with 7 years of experience. Specialization: civil law. Extensive experience in defense in court.

If you choose this numbering, the output will be a similar structure - 18/12/16/19. In the proposed version, the person was hired on December 18, 2020 and became the 19th employee registered in the specified year.

The need to number employment contracts

Systematization, organization and ease of finding documents are the three main goals that are pursued when introducing numbering. If you study some labor documents, they also have specially designated fields for identifiers of agreements concluded with employees.

The order must be entered in the registration log. It is also traditionally recorded in the employee’s work book and in the order that the new employee has been officially hired (for the latter there is a unified T-1 form).

How to correct the numbering in an employment contract?

If a mistake was made in entering the identifier when applying for a job, it will be easier to reprint this document and put the correct serial number. The second option is to draw up an additional agreement. Its structure must contain the signatures of both parties. This error can be corrected with the following words in the additional agreement: Replace the number 09/2015 in the details with 10/2015.

Identifier of a government contract, treaty, agreement - what is it

According to 275-FZ, all customers who make purchases within the framework of defense orders are required to open separate bank accounts for the implementation of transactions. Such accounts were called special. Due to the latest innovations, you can spend money from them only if the government contract identifier is indicated in the payment order.

According to 56-FZ dated April 3, 2020, changes were made to the Tax Code of the Russian Federation affecting the rules for issuing invoices for government contracts. From now on, Article 169 of the Tax Code of Russia provides an exhaustive list of all items that are included in the invoice. The inclusion of IGK in this document has become mandatory for all customers.

Does the numbering of employment contracts start anew every year or does it continue?

Since there are no special legislative requirements on this issue, each employer can determine its own rules. It is possible to start a new numbering every year, or you can continue to maintain the already established one. And most employers still choose the first option. Experts from the Federal Labor Service are also inclined towards this. Thanks to this choice, the identifier of a specific contract will consist of a serial number and a year. Therefore, the most common type for small organizations: 09/2015, 01/2017, 116/2019.

This is important to know: Contract for cadastral works: sample 2020

Where are the numbers entered?

There are a number of documents in which you need to enter serial numbers assigned to employment contracts:

• journal of registration of employment contracts, additional agreements concluded;
• order for employment as a permanent employee in form No. T-1;
• work book of an employee accepted into the organization.

The order must include the number of the rental agreement.

Therefore, all data indicated in this document must be displayed in the work book entries.

As for the Journal for registering employment contracts, it is not mandatory to maintain, however, representatives of the Labor and Employment Service are interested in such records during inspections. And the general rules of document flow at enterprises require registration of all documents compiled, which, moreover, have legal force and significance.

It is worth noting that the Journal of Registration of Employment Contracts must be certified by a notary.

When deposited in an archive of this type, registration logs are usually sealed (the shelf life of logs in accordance with paragraph “D” of Article No. 358 of the List of standard management documentation approved by Rosarkhiv is 75 years).

The registration log usually contains the following columns:

• number in order of filling;
• date of conclusion of the described contract;
• number assigned to the document;
• Full name of the hired employee;
• position occupied according to the employment contract;
• the department in which the employee is registered;
• the validity period of the concluded contract between the employee and the organization (employer);
• indication of part-time job or main place of work;
• information about additionally concluded agreements;
• notes and marks.

Please note: if an employee is hired for a part-time position, then such information must also be reflected in the registration log.

You can learn more about the journal of registration of employment contracts from our article.

What is the procedure for drawing up an employment contract? Read here.

How to indicate summarized accounting of working hours in an employment contract? See here.

How is a personnel number assigned to an employee?

Sooner or later, almost all specialists involved in timekeeping at enterprises and organizations ask themselves the question: is it possible to re-assign personnel numbers? Since this is not regulated in any way by law, we have to rely on established practice. And it is such that usually numbers that have already been used either do not find further use, or are assigned to new employees after at least one year has passed from the time the previously registered employee was fired.

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Attention! If an employee combines positions within one structural unit or department, there is no need to create a separate personnel number for him. However, if his second job is outside this organization or in another department, then assigning a personnel number is quite appropriate.

Does each year start over or continue?

Clerks and personnel officers have a lot of questions about the New Year numbering that is affixed to documents.

Should you start counting again, assigning serial numbers from the number 1, or should you continue to assign numbers in the already established sequence?

According to the opinion of the Legal Department of the Federal Labor and Employment Service, since the assignment of serial numbers to employment contracts was not regulated by law, you can begin assigning serial numbers to documents every year, starting on January 1.

What role does a collective labor agreement play in an organization? Read our article.

How to terminate an employment contract? Find out here.

Creative jurisprudence

1. Or in connection with the implementation of the Lotus hated by Abakshin - WITHOUT FAILURE all risks were corrected BEFORE signing by the director. And small exceptions remained in the program, where the lawyer’s comments were clearly written out. Step-by-step saving of the approval stages made it possible to see what was corrected, what was not, and through the program, notifications of execution were sent out, and it didn’t matter what the number of the contract was - a smiley face there, or the letter “zyu” - it was clearly written in the comments what was wrong with the contract.

“What “letters and numbers” in the contract number can significantly help in the work of a company lawyer?” Abakshin, I’m not kidding, I really can’t understand how a contract number can SIGNIFICANTLY help a LAWYER in his work? Precisely a LAWYER? Although, I see one option: a large number of small debtors and extensive legal work on them. And it’s not a fact that in this situation the contract number can help SIGNIFICANTLY.

What should it be like?

When maintaining the numbering of employment contracts, managers and clerks can adhere to their own algorithms and systems.

Numbers can include various characters: fractions, dashes.

However, what they have in common are:

• availability of the serial number of the concluded employment agreement;
• the presence of the year in which the document was drawn up and signed.

How is the number formed?

So, how are numbers assigned?

The formation of the number largely depends on the frequency of hiring employees.

Thus, the employment contract number will traditionally consist of the following elements:

• indication of the day and month of drawing up the document;
• designation of the year of document formation;
• serial number of the contract or hired employee.

In this case, the number is deciphered as follows: the 10th contract (number after the fraction) was hired on September 16 (numbers before the dash) 2020.

This is important to know: Employment contract for individual entrepreneurs

Regulatory regulation

At the legislative level, the procedure for drawing up employment contracts for employees is not regulated in any way.

So, in Art. No. 53 of the Labor Code of the Russian Federation, where a list of mandatory items is established, including place of work, function of the employee, date of assumption of position, etc. But this list does not include numbering.

At the same time, the unification of the forms of primary accounting documents, which was approved by Resolution No. 1 of the State Statistics Committee of Russia dated, numbering of employment contracts in the organization is still assumed.

Contains certain recommendations regarding affixing numbers to documents and Letter No. 3045-6-0, drawn up by Rostrud.

You can read the text of the documents here:

Resolution of the State Statistics Committee of the Russian Federation dated No. 1

Letter from Rostrud

Numbering tasks

Expert opinion

Lebedev Sergey Fedorovich

Practitioner lawyer with 7 years of experience. Specialization: civil law. Extensive experience in defense in court.

Numbering involves assigning each employment contract or additional agreement its own number. This is customary in business to simplify and systematize work with documents, as well as to level out possible confusion and inconsistencies.

In practice, numbering helps to keep records of employment contracts and other agreements that were drawn up in the organization and, as a result, a simplified search for these documents in the personnel department or archive of the company.

Is an employment contract number required?

Topics: Labor relations

Is it necessary to assign a number to an employment contract with an employee or is it sufficient to just indicate the date of conclusion of the employment contract?

List of conditions that are mandatory

must be included in the employment contract, established
by Art.
57 Labor Code of the Russian Federation :

– place of work

, and in the case when an employee is hired to work in a branch, representative office or other separate structural unit of the organization located in another area - the place of work indicating the separate structural unit and its location;

– labor function

(work according to the position in accordance with the staffing table, profession, specialty indicating qualifications; specific type of work assigned to the employee);

– start date

, and in the case where a fixed-term employment contract is concluded, also the duration of its validity and the circumstances (reasons) that served as the basis for concluding a fixed-term employment contract in accordance with the Labor Code of the Russian Federation;

– terms of remuneration

(including the size of the tariff rate or salary (official salary) of the employee, additional payments, allowances and incentive payments);

– working hours and rest hours

(if for a given employee it differs from the general rules in force for a given employer);

– compensation

for hard work and work under harmful and (or) dangerous working conditions, if the employee is hired under appropriate conditions, indicating the characteristics of working conditions at the workplace;

– conditions that determine, in necessary cases, the nature of the work (mobile, traveling, on the road, other nature of work);

– a condition on compulsory social insurance of the employee in accordance with the Labor Code of the Russian Federation and other federal laws;

– other conditions

in cases provided for by labor legislation and other regulatory legal acts containing labor law norms.

As you can see, the employment contract number does not apply

to the mandatory information provided for
in Art.
57 Labor Code of the Russian Federation .

However, unified forms of primary accounting documentation

for accounting of labor and its payment, approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1,
provide for the numbering of employment contracts
.

Expert opinion

Lebedev Sergey Fedorovich

Practitioner lawyer with 7 years of experience. Specialization: civil law. Extensive experience in defense in court.

So, the date and number of the employment contract

are indicated in the order (instruction) on hiring the employee (unified
form No. T-1
) and in the employee’s personal card (unified
form No. T-2
).

As a rule, in practice, a system is used in which the employment contract number consists of its own contract number and numbers indicating the year of its conclusion.

For example, an employment contract concluded in March 2007 is assigned the number 16/03.

Thus, officials believe, one way or another, the numbering of employment contracts can begin again next year.

It is important to know: What is the minimum period for which an employment contract can be concluded?

Numbering of employment contracts - rules for maintaining numbering

In office work, a personnel employee always has many different documents. In practice, there are situations when you need to quickly find this or that paper; for these purposes, all documents must be subject to strict accounting. For example, registration of work records is carried out in an additional journal. In order to organize activities and order among documents, it would not be superfluous to create a journal in the HR department of the enterprise with the numbering of executed contracts. This article will tell you how to correctly assign a number to a concluded contract.

How are additional agreements registered?

Registration of additional agreements - documents that amend the current employment contract or completely terminate it - is carried out similarly to the contracts themselves.

It is also not regulated at the legislative level, however, assigning serial numbers to concluded agreements is an effective way to keep records of documents and organize them.

If an organization often enters into additional employment agreements, it is advisable to keep a separate accounting journal.

The spread of such a magazine traditionally contains the following columns:

• serial number of the document in the journal;
• date of its formation (conclusion of the agreement);
• immediate agreement number;
• Full name of the employee;
• position held;
• division in the organization;
• serial number of the employment contract and the date of its preparation;
• date of signing the rental agreement (entry into force) and its validity period;
• the contents of the additionally formed agreement in brief;
• notes and markings.

It is worth noting that for small companies maintaining such a journal is not at all necessary.

When drawing up periodic additional agreements, their serial numbers can be entered directly into the labor contract registration journal. And although they do not contain a special column for this (there is only one column in the “Agreement number” column), you can enter the agreement number in the 10th column.

To summarize, it should be emphasized once again: although assigning numbers to employment contracts is not mandatory and is not prescribed at the legislative level, without it the document flow of an enterprise, firm, individual entrepreneur and employees becomes noticeably more complicated.

That is why the numbering of employment contracts is recommended by most specialists in the field of personnel accounting.

But at the same time, it is necessary to remember that this kind of organization of documentation significantly simplifies the procedure for conducting desk audits, which is the reason for a more loyal attitude on the part of all kinds of regulatory authorities. This is especially true for tax services, as well as labor inspectorates.

Streamlining employment contracts can significantly simplify the work of an HR employee, thereby significantly reducing the likelihood of him making any mistakes when preparing documentation.

What is especially important is that violation of the rules for maintaining personal affairs, as well as work records, is a serious violation. This can lead to various types of fines.

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