Restoring personnel records - step-by-step instructions

In many organizations, HR records are not maintained properly. This is due to attempts to save money in an unimportant area of ​​business: at least, that’s what it seems to inexperienced managers who have not yet encountered inspections from labor inspectors. Many do not pay any attention to this issue at all, others, and the majority of them, conduct personnel records, but with errors and not in full. One can only sympathize with such companies, since, for example, the absence of an employment contract with only one employee can lead to a fine of up to 100 thousand rubles in 2020 prices. For those who want to correct the situation and restore personnel records, here are our step-by-step instructions. We hope it helps you.

When to restore personnel records

There are many situations when it is necessary to restore personnel records, but there are the most typical ones, we list them:

• When buying a business. The new owners understand the dangers of “chaos” in the papers that were left to them, and decide to put things in order.
• A former employee complains about the company. Then the frequency of visits by regulatory authorities increases, so it is necessary to eliminate errors in cases quickly.
• The activities of workers are revealed. It happens that an unscrupulous employee may work in the HR department and deliberately destroy some documents - then they need to be promptly restored.

RESTORATION TIME FOR PERSONNEL REGISTRATION

Restoring personnel records in a company is a rather labor-intensive process, which depends on the number of employees and the period for which it is necessary to restore personnel documents.

On average, the time it takes for our specialist to restore personnel documents for one employee in one year takes no more than one working day.

Algorithm of actions

It is compiled depending on the degree of neglect of personnel records. That is why there is no identical algorithm of actions, since there may be problems with the electronic database, missing paper documents, etc. First of all, you need to find out:

• Why is restoration necessary, the reasons that led to the problem.
• In what mode the company operates, what internal regulations are established, find out the system of payment for the company’s employees.
• The availability of documents is analyzed and checked against database registers, of course, if they are available.

The next step is to create a table. It indicates the names of all employees of the enterprise and opposite each one the documents that are available for him are noted. Keep in mind that each employee must have an employment contract and a book, a T2 card and orders for hiring/dismissal, his movements, etc. Missing documents must be restored.

After answering all the questions and drawing up a table, you need to begin restoring the documents.

STEPS OF RESTORATION OF PERSONNEL ACCOUNTS

1. You fill out an application to restore personnel records, after which our specialist will contact you to clarify organizational issues, assess the status of personnel documents and the scope of work. As soon as all the necessary data is received, you will be sent an individual commercial offer.

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2. Agreeing on a commercial proposal, signing an agreement and paying for services to restore personnel records.

3. After completing the organizational aspects, a specialist from our company prepares an inspection plan, which is provided to the Customer. Only after approval of this plan, our specialist begins work on restoring personnel records.

4. Upon completion of the restoration of personnel records, you receive a report on the work done, as well as a complete set of corrected, completed documents for your employees.

Restoration of mandatory personal identification documents and personnel documents

Many companies do not take such documents seriously, so minimal attention is paid to their execution. But it is these documents that inspectors or the court that makes decisions on labor disputes immediately look at. Needless to say, most companies lose to their employees because of this case or receive fines from labor inspectors.

Let's look at an example. The company employee verbally asked the company management to leave for a while, but was absent, to the displeasure of the latter, for several hours. The day off is not formalized, the work is not done and a decision is made to punish the employee. Now we look at the internal regulations of this company and see that there is no clause in it that a person, when asking to leave work, must fill out a strictly written application. And if there is no such clause, then punishment cannot follow, especially if there are witnesses.

To prevent such incidents from occurring, it is necessary to bring the LNA (act) in accordance with the rules in force in the company. It is important to do the following:

• Write or put in order regulations governing labor relations according to company rules.
• Analyze the layout of the existing employment contract and bring it to fruition, achieving full compliance with the law.
• Restore all required personnel records.

What do you get as a result? A set of documents that correspond to the specifics of the organization, labor legislation and charter.

COST OF RESTORING PERSONNEL RECORDS

Special offer for companies

We restore employee documents

Workers' documents drawn up with violations are one of the sources of state income in the form of fines. Therefore, at the next stage we check their availability and registration rules. Please note:

1. Employment contracts. They must include all the information provided for in Art. 57 TK. Important: they are drawn up in two copies, one is given to the employee, the second remains at the enterprise. In its absence, it is necessary to quickly fill the gap and draw up an agreement.
2. Job descriptions. Almost everywhere, standard copies of instructions are downloaded from the Internet, which, in their provisions, have nothing to do with the real affairs of the enterprise. Therefore, you can download templates, but at the same time take into account the realities and bring the instructions in line with them.
3. There must be orders for hiring a position, for transfers within the company, for changing salaries. Check that employees have consent to process personal data.
4. Additional agreements. In the process of work, changes are made to the relationship between employer and employee, which are formalized by additional agreements. Check the design.
5. Work books, T2 cards. All entries must be made in them, the book should not be kept by the employee, and a signature on the card is required for familiarization.

All listed documents must comply with each other and labor legislation, they must be signed and sealed.

Basics of maintaining personnel records

The main regulatory act regulating the relationship between employers and hired workers is the Labor Code of the Russian Federation. Currently, organizations have the right to independently develop all necessary forms and sample documents.

Any company is required to have constituent documentation, which is taken as the basis for the development of all other internal standards and forms, including for personnel records.

The law establishes the obligation of employers to develop and approve the following acts: those related to wages (employment agreement, time sheet) and on the organization of the work process (regulations on the protection of personal data, instructions on labor protection).

Labor discipline requirements at the enterprise, staffing schedule and annual vacation schedule must also be developed.

There are two groups of documents in personnel records:

• documents on personnel (personal cards, orders on employment and dismissal, orders on bonuses and penalties, vacations, business trips, etc.);
• documents on personnel management (labor discipline requirements, regulations on departments, reporting on staff size, composition of employees).

Also, the personnel department creates an archive of employee statements, explanatory notes and reports, on the basis of which certain orders were issued. As part of personnel records, it is imperative to fill out statements and documents related to finances and wages (for example, a payslip, the form of which is approved by the director).

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Certain circumstances require additional paperwork in the HR department:

• a collective agreement, if an offer to conclude one has been received from the staff or employer;
• job descriptions (in the absence of a complete list of responsibilities in the employment agreement);
• provisions on wages and bonuses (if the conditions for calculating and issuing wages have changed and they are not specified in the contract or staffing table);
• other provisions, for example, on personnel certification.

The activities of each organization are specific, and therefore the list of documents and acts for personnel records is determined specifically in each case and approved by order.

As part of personnel document flow, specialists perform the following work:

• draw up personal files and cards;
• maintain books or journals for recording papers;
• create personnel files and case lists;
• working on optional documentation (which is not required by law).

It is necessary to create a personal card in the T-2 form and a personal file for each employed employee. In a separate folder you need to store copies of his documents, a printout of the employment order, a copy of the employment agreement and a list of papers.

Personnel records require maintaining the following books and journals:

• books of registration of work books, accounting of forms and inserts for them;
• magazine for travel certificates;
• journals for recording orders and labor agreements (its presence is not mandatory, although it is better to have such a journal).

Pages in books and personnel registers must be numbered, laced and sealed.

Orders and other personnel records should be stored in separate folders or files.

Mandatory components of personnel files:

• orders on personnel (on transfers of employees, bonuses, leave without pay, long business trips);
• orders for personnel (on penalties, tariff or study leave, short-term business trips);
• internal regulations of the enterprise (regulations, instructions, recording of working hours).

It is allowed to separate important business correspondence into separate files. It is also convenient to create cases for staffing, vacation or duty schedules. Completed cases are numbered in accordance with the procedure adopted in office work.

The formation of personnel records is completed by the development of optional acts, which include job descriptions, personnel regulations, etc.

Restoration of documents according to procedures

At this stage, we check the correctness of the following procedures:

• Registration of basic holidays. There must be delivery schedules, employee statements, orders, etc.
• Registration of additional leaves. Check signatures and reasons for submission. These include vacations: extraordinary, at your own expense, maternity, child care, etc.
• Business trips. It is important to check the order for the presence of all signatures and the correctness of the travel document.

In addition, pay attention to how bonuses, dismissals, employee leave outside working hours, sick leave, etc. are structured.

WHAT DO YOU GET AFTER RESTORING YOUR HR ACCOUNT

Upon completion of the restoration of personnel records, you will be provided with a report on the work done, which details which documents were restored or corrected.

A package of restored and missing personnel documents, according to the plan for restoring personnel records.

Personal discount on HR audit or HR record keeping.

What documents can not be restored?

There is an order of the Ministry of Culture number 558. It contains storage periods for each type of document. See the date the paper was issued and compare it with the current date. If the period is already longer than that specified in the order of the Ministry of Culture, then there is no need to restore the document.

As can be seen from the information provided, restoring personnel documentation is a long job that must be carried out with special care. The longer the recovery period, the more difficult it is to complete. But this must be done to avoid penalties during inspection.

Personnel accounting from scratch step by step

So, form T-3. For convenience, it is approved, as a rule, for a calendar year. But, if the company is registered in the middle of the year, then it is possible to draw up a staffing table at the end of the current year or at the end of the next. If the development plans of a legal entity are clearly defined, then it is more expedient to fill out the “staff” immediately for the future. Whereas for others it will be more effective to register in the T-3 form only the positions necessary for the first time.

Still, the bulk of companies are LLCs. The activities of LLCs provide for greater freedom of action than for municipal or budgetary institutions. Government organizations are more formalized and most decisions come down from ministries (for example, staffing for district administrations).

Main mistakes in maintaining personnel records

Maintaining personnel records with errors may entail administrative and financial liability to control authorities. There are three categories of errors in personnel records.

1. Mistakes in managing personal affairs.

The formation of personal files is carried out during employment, after which they are maintained until the person quits. In this case, personnel officers most often make the following mistakes:

• not all required papers are included in the case;
• do not maintain the order of papers;
• do not open personal affairs at all;
• do not reconcile documents in accordance with the approved schedule;
• fill out not a personal personnel record sheet, but an employee questionnaire;
• insert papers that are not related to them into cases;
• violate the procedure for transferring personal files to third parties and organizations.

Error-free execution and maintenance of personnel personal files is a guarantee of the safety of all papers and prompt access to them.

2. Mistakes when drawing up an employment agreement.

If an employment agreement is concluded or terminated in violation of the rules, there may be serious consequences in the process of resolving labor disputes. The most common errors in this category:

• execution of an employment agreement in one copy;
• neglect to register the employment agreement, lack of registration date;
• lack of signatures in the employment agreement;
• failure to include mandatory data and/or conditions into the contract;
• lack of written labor agreements with employees;
• failure to issue a copy of the employment agreement to the employee or lack of a mark indicating receipt of this document; indefinite duration of the agreement, lack of employment conditions with a probationary period (if any);
• the amount of the salary not specified in the contract, the unspecified terms and method of its payment, the work schedule and the duration of vacation.

3. Errors in entries in work books.

In most cases, errors in this category consist of incorrect entries in work books. These include:

• neglect to prepare a receipt for receipt of the work book from the employee;
• the absence of a person appointed by order responsible for making entries in work books, as well as for their recording, issuance and storage;
• failure to include in the information section about the employee information about his/her level of education;
• incorrect numbering of records (out of order);
• not all entries are entered into the labor record (including transfers);
• refusal to issue work books to employees who are students (while receiving education);
• issuing a duplicate without the “duplicate” mark;
• incorrect formatting of corrections in the work information section;
• incorrect maintenance of a book of records of the movement of work books and inserts for them (or absence thereof);
• registration of the insert without filling out the employee data section;
• absence of the employee’s signature in the employee information section;
• absence of the full name of the organization in the work information section;
• sending a work report to a dismissed employee by mail without his application with such a request in writing.

The listed mistakes are serious, any of them can lead to negative consequences, including for the company’s management. Therefore, personnel records should be handled by competent, highly qualified specialists who know the requirements of current legislation and control authorities. You can also outsource HR administration, but only to trusted organizations.

Where to begin

First of all, determine:

• for what period the documents will be restored;
• what documents should be in the organization.

The Labor Legislation of the Russian Federation provides for three types of documents for organizations: mandatory, recommendatory - mandatory and recommended.

Let's look at what documents they belong to what nature.

Required:

• local regulations (hereinafter referred to as LNA);
• orders for main (production) activities;
• orders for personnel;
• employment contracts (hereinafter referred to as TD);
• personal cards T-2;
• vacation schedule;
• accounting books, work books and inserts in them.

Recommended – mandatory:

• staffing table.

Recommended:

• journal of employment contracts and agreements thereto;
• log of orders for personnel / main (production) activities;
• job descriptions for each position.

HR audit

An audit of personnel records management is an opportunity to avoid all potential risks, as well as liability, that may be caused by various violations established by law for the preparation of all necessary personnel documentation. Our company will quickly and professionally restore personnel records, and you will no longer have to worry about this issue throughout our entire cooperation with you. As a rule, before restoring personnel records, our employees must conduct a thorough audit of all personnel records.

Development and implementation of missing documentation

Based on the data received, we will be able to develop and implement a package of all the missing documentation and some procedures that are necessary for the correct registration of labor relations in the organization. By contacting us, you are making the right choice. This is maximum efficiency and an individual approach to each individual company - these are our rules that we constantly adhere to. We constantly monitor all changes in legislation, so our employees are always aware of even the slightest changes in any documents, laws and regulations.