An employment contract is concluded with each employee of the company. True, there is an exception to this rule. The contract is not drawn up with the head of the organization, who is also its sole founder. Indeed, in this situation, he will have to sign this document for both the employee and the employer. And this is not allowed ().

One of the key points in the employment contract is the procedure for remuneration.

The contract may indicate the size of the tariff rate or salary of the employee, information on additional payments, allowances and incentive payments. There are also rules to follow here. First, the salary in the contract must be set in rubles. It is illegal to indicate the amount of the official salary in foreign currency. Rostrud regards this circumstance as a violation of labor legislation (). Secondly, wages must be paid out at least every fortnight. This is the requirement of Article 136 of the Labor Code. Some employers treat this rule extremely negligently, indicating in the contract the condition for paying salaries once a month. They believe that a contract signed by the worker with this clause will release them from liability. However, it is not. Having discovered that the company does not comply with the specified requirement of the code, the labor inspectorate will most likely fine it under article 5.27 of the Code of Administrative Violations. The employee’s statement of consent to receive a salary once a month () will not save the company from a fine.

Article 57 of the Labor Code requires specifying in the employment contract the terms of remuneration, including the size of the tariff rate or salary. Thus, the size of the tariff rate (salary) should be directly indicated in the employment contract. When changing the size of the tariff rate (salary), one should make changes to the employment contract, or a reference to the local regulatory act of the employer on changing their size is allowed. At the same time, in practice, in employment contracts, instead of a specific size of the tariff rate (salary), reference is sometimes made to the staffing table. In doing so, the following should be borne in mind. When hiring (before signing an employment contract), the employer is obliged to familiarize the employee against signature with local regulations directly related to his labor activity. Thus, before signing the employment contract, the employer is obliged to familiarize the employee with the staffing table. When changing the size of the tariff rate (salary), the employer will have to regularly make changes to the staffing table, bringing them to the employee against signature.

Consider another important requisite of the employment contract - its number. It does not apply to the mandatory information provided for in Article 57 of the Code. At the same time, the unified personnel "primary organization" provides for the numbering of employment contracts. For example, the line "grounds" of the order for employment (form N T-1) suggests that it will indicate an employment contract with a number and a number. The procedure for numbering contracts is not regulated by law. Rostrud recommends using double numbering: first indicate the number of the contract itself, and then, through a fraction, a number indicating the year the contract was concluded. For example, the third labor contract in 2007 will be assigned the number 3/07. And from the beginning of next year, contracts can be numbered again ().

Book subtleties

Let's move on to the next mandatory document, which is often difficult to fill out. This is a workbook. We will talk:

• on the procedure for registration of labor;
• on making entries upon dismissal;
• about the rules of correction in labor.

As you know, a company must fill out a work book for each employee if:

• he worked in it for more than 5 days;
• this is the main place of work for him ().

This rule equally applies to both Russian citizens and foreigners. In other words, the company is obliged to keep work books not only for Russian, but also for foreign employees. At the same time, the design of books for the latter has some features. Firstly, it is not worth continuing to fill out the foreign labor submitted by the employee. He should have a Russian-style book. Secondly, a foreigner's "foreign" experience is not required to be "transferred" to a new labor force. Since such information is necessary when assigning a labor pension to an employee.

And a foreigner will receive it in his own state. This means that entries from the "foreign" are not needed in the Russian work book ().

And what entries should be made in the book when employees are dismissed? The most common ground for terminating an employment contract is at the employee's own request. Often, accountants doubt which article of the Labor Code should be indicated in the labor code in this case: 77 (paragraph 3) or 80. The first option is correct. The entry can be made, for example, like this: "Fired of his own free will, paragraph 3 of Article 77 of the Labor Code of the Russian Federation."

This is about terminating an indefinite employment contract. But often firms conclude fixed-term contracts with employees. What should be written in the labor if such a contract is not extended?

Suppose, after the expiration of the period specified in the contract, the parties did not announce its termination. Then the condition of the urgent nature of the contract becomes invalid. This means that the employment contract is considered concluded for an indefinite period. In such a situation, the contract should be amended by concluding an additional agreement. But in this case, it is not required to make any entries in the work book (* 10).

It happens that during the registration of the labor accountant makes mistakes. Let us briefly describe how to act in such a situation.

First of all, we note that corrections should be made by the organization whose employee made the inaccuracy. True, in some cases, the new employer can also correct the records. But only on condition that he has an official document from the employee's previous place of work.

If an incorrect entry is detected after a short period of time, then problems with its correction, most often, do not arise. Then in the labor simply do the necessary editing. After the last entry, put the next serial number and note: "The entry under the number such and such is invalid." Then enter the correct information. In this case, the date of correction is put down, and not the date of the erroneous entry.

In column 4, the books make a reference to the corresponding order (*11). Then, information about the dismissal (transfer) is entered into the workforce. The block of records, including the changes made, is "closed" with a seal and signatures.

A similar procedure also applies if an error is detected when the following entries have already been made in the book. The only difference is that a new entry must be certified with a signature and a seal. Otherwise, it will be considered unreasonable.

Required but not for everyone

The next group of documents includes papers that depend on the specifics of the organization. They are only mandatory for certain companies or under certain circumstances. The cases in which a company must fill out a particular document are presented in the table.

HR Documents Mandatory under Certain Circumstances
Document's name	Circumstances under which a document becomes binding
Collective agreement	One of the parties (employees or employer) took the initiative to conclude it
Job Descriptions	If the duties of employees are not regulated in employment contracts
Regulations on payment and incentives for employees	The company has established remuneration systems that differ from the usual official salaries established by the staffing table
shift schedule	Shift work
Regulations on trade secrets and the regime for its provision	The employment contract states that the employee is obliged to maintain trade secrets
Full liability agreement	They conclude only with those employees and for the performance of those types of work that are provided for by the List approved by the Decree of the Ministry of Labor of Russia of December 31, 2002 N 85. In particular, the list includes cashiers, controllers, as well as work on the purchase (reception), sale of services, goods and others. As noted by Rostrud, this list is exhaustive and is not subject to broad interpretation (* 12)
Journal of passing medical examinations	Some companies are required to undergo medical examinations. For example, companies with vehicles should organize a pre-trip medical examination of vehicle drivers (*13)
Instructions on the procedure for working with objects of increased danger	High-risk objects are involved in the work of employees. Such objects, in particular, include vehicles, mechanisms, high voltage electricity, explosives. In addition, construction activities are recognized as "increasedly dangerous".

In this list of documents, it is worth noting the job description. How important is it to develop? Will the absence of this document be considered a violation of labor law? In the table, we indicated that the instruction becomes mandatory if the job responsibilities of employees are not regulated in labor contracts. And indeed, as Rostrud notes, the job description is "not just a formal document, but a document that defines the tasks, qualification requirements, functions, rights, duties, and responsibilities of the employee" (* 14).

Both the companies themselves and their employees are interested in the availability of instructions. For example, without it, a refusal to hire a job may not be justified enough. After all, it is in this document that additional requirements for the business qualities of an employee are prescribed. Therefore, it is more than desirable to develop it, and for each position available in the staffing table. However, it should be said that there is no mention of job descriptions in the Labor Code. This means that their absence will not be a violation of labor legislation and does not entail any liability of the employer (*15).

Up to you

• official and memos;
• Personal things;
• certificates of labor activity;
• staff list. This document indicates which positions approved by the staffing table are occupied and which are still vacant;
• case nomenclature. To compile it, you can use sections 7 and 8 of the "List of typical management documents indicating the periods of storage" (

The formation of the personnel department at the enterprise begins with the approval of the Regulations on the structural unit, which contains a description of the personnel service:

• How are job responsibilities distributed among employees?
• What are the responsibilities of the Human Resources Department?
• the main functions of the unit;
• the procedure for interaction with other structural divisions of the enterprise.

This document is optional. However, it is he who allows you to form a personnel service that meets the requirements of the enterprise and has a high level of job responsibility. For a typical provision on the personnel department at an enterprise, you can take a sample, which is in Appendix No. 1 to the Order of the Federal Archive of June 27, 2018 No. 71. You can also use our sample.

What are the responsibilities of the HR department?

Currently approved and put into effect. The professional standard contains a description and description of the functions included in the activities of personnel management, on the basis of which it is possible to formulate job requirements for specific specialists.

There is also a Qualification Directory for the positions of managers, specialists and other employees (Resolution No. 37 of August 21, 1998). It contains qualification characteristics intended for the correct selection, placement and use of employees, ensuring unity in determining the job functions of personnel officers and the qualification requirements for them.

These documents are the basis for defining the functions and job responsibilities of the personnel department and for determining the qualification requirements for employees of the service.

In general, job responsibilities can be divided into separate functions:

1. Maintaining documentation on accounting and movement of personnel:
   • registration of admission, transfers, dismissal, granting vacations, sending on business trips, bringing to disciplinary responsibility;
   • formation and maintenance of personal files of employees;
   • maintenance and storage of work books;
   • keeping a time sheet;
   • accounting for the provision of staff vacations, control over the preparation and observance of regular vacation schedules;
   • accounting, verification of the correctness of registration of disability certificates;
   • providing information about the current and past labor activity of employees.
2. Staffing activities:
   • collection of information about the needs of the enterprise in employees;
   • search, attraction, selection and selection of personnel.
3. Activities for the assessment, certification and development of employees:
   • organization and conduct of assessment, certification and training of personnel;
   • organizing and holding events to develop and build a professional career for employees.
4. Formation and submission of established reporting to the relevant authorities.
5. Implementation of military registration and reservation of citizens in reserve.

What are the duties of a staff member

The definition of what the personnel officer does, the duties entrusted to him for execution, determine the requirements for applicants. To implement the professional activities of the personnel department at an enterprise, it is possible to distribute job responsibilities between employees according to a functional principle, that is, the duties of a personnel worker at an enterprise correspond to a specific function.

Or an employee is assigned all personnel work in a certain area.

The effective activity of the personnel department largely depends on the correct distribution of work between its specialists, which is the responsibility of the head of the personnel department.

Qualification requirements, which is the responsibility of the organization's personnel officer, rights and responsibilities are determined in the job descriptions developed for each specialist. When developing job descriptions for each specialist, the list of works is specified and requirements for the necessary special training are established.

How to determine the number of personnel department

What is done in the human resources department, whose responsibilities may vary, affects the staffing and structure of the unit. The current current standards do not contain instructions on the calculation of the number of personnel of the personnel department at the enterprise, but you can use the Decree of the USSR Ministry of Labor of November 14, 1991 No. 78 “On approval of intersectoral aggregated time standards for recruitment and accounting of personnel”. The employer has the right to independently determine its number, based on the number of personnel of the enterprise, as well as the scope of functions assigned to the department.

Separately, there are norms for employees who carry out military registration in organizations (Decree of the Government of the Russian Federation of November 27, 2006 No. 719):

• 1 part-time employee - for 500 personnel;
• 1 exempt worker - for the number of employees from 500 to 2000;
• 2 employees with a headcount of 2,000 to 4,000 and further - for every subsequent 3,000 plus one more employee for this direction.

Rights and responsibilities

The basic rights of a HR worker include:

• submission of proposals for improvement of work for consideration by the head;
• obtaining information and documents necessary for the performance of official functions.

The personnel officer is responsible for causing material damage to the property of the employer, for the disclosure of personal data of employees, non-compliance with the internal labor regulations, as well as failure to perform or improper performance of those actions, the performance of which is part of the functionality of a personnel employee.

MANDATORY LOCAL REGULATIONS

First of all, you need to remember that the current Labor Code of the Russian Federation (hereinafter referred to as the Labor Code of the Russian Federation) requires that a number of local (i.e. local) regulatory documents be created in the organization.

Mandatory local regulations are:

• Rules of internal labor regulations (PWTR).
• Regulation (or instruction) on the protection of personal data of an employee.
• Safety instructions.
• Staffing table (unified form T-3).

All these documents are valid until replaced by new ones.

• The vacation schedule (unified form T-7), in accordance with Article 123 of the Labor Code, is drawn up annually, no later than two weeks before the start of the calendar year, and is a document that is mandatory for both the employer and the employee (with the exception of privileged categories of employees) .
• A shift schedule is necessary in those organizations where shift work is used.
• The regulation on labor rationing and the regulation on production standards should be drawn up in those organizations where the piecework form of remuneration of workers is used.

OPTIONAL LOCAL REGULATIONS

In addition to the listed documents, the organization, at its discretion, may create other documents - optional local regulations. In particular, these may be:

• regulations on structural divisions approved by the director of the organization;
• job descriptions for employees and labor (or work) instructions for workers;
• instruction on personnel records management is a very useful tool for an employee performing the functions of a personnel officer, as it greatly facilitates his interaction with line and functional managers;
• album of forms of documents on personnel records;
• regulation on certification - if the organization conducts periodic certification or certification based on test results;
• staff regulations;
• collective agreement.

All these documents are also valid until replaced by new ones.

DOCUMENTS FORMING RELATIONS WITH EMPLOYEES AND CONTAINING INFORMATION ABOUT THEM

These documents include:

• first of all, it is an employment contract, drawn up, in accordance with articles 57 and 67 of the Labor Code of the Russian Federation, in writing, in two copies. One copy of the employment contract is issued to the employee against receipt, and the second copy is kept by the employer - either in the employee's personal file or in the "Employment contracts with employees" file;
• then a personal card is issued for each employee (unified form T-2). Personal cards can only be kept in a separate file;
• personal files of employees are not required, but since this is a very convenient dossier for each employee, most personnel officers draw up them. We repeat that we are not obliged to keep personal files, but if such a decision is made, then it is necessary to keep them according to the strict rules provided for processing personal files. However, you can simply arrange files or folders for each employee for the convenience of the personnel officer. These folders contain copies of all documents related to specific employees;
• work books of employees are documents of strict accounting and reporting, therefore they must be kept in a safe, permanently locked. Work books are drawn up in strict and strict accordance with the Rules for maintaining and storing work books, preparing work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 2003. No. 69.

STAFF ORDERS

The employee responsible for maintaining personnel records management is obliged to prepare draft orders for personnel and organize their endorsement by the relevant officials and signing by the head of the organization. Personnel orders must be kept and registered separately from personnel orders. These include orders for which the State Statistics Committee has developed unified forms:

• on hiring an employee - form T-1;
• on hiring workers - form T-1a;
• on the transfer of an employee to another job - form T-5;
• On the transfer of employees to another job - form T-5a;
• on granting leave to an employee - form T-6;
• on granting leave to employees - form T-6a;
• on termination (termination) of an employment contract with an employee (dismissal) - form T-8;
• on termination (cancellation) of an employment contract with employees (dismissal) - form T-8a;
• about sending an employee on a business trip - form T-9;
• on sending employees on a business trip - form T-9a;
• on the promotion of an employee - form T-11;
• on employee incentives - form T-11a.

In addition to these orders, personnel officers have to draw up in any form (or create their own unified forms for them) the following types of orders:

• on combining positions (professions);
• on the replacement of a temporarily absent employee without release from basic duties;
• on the imposition of penalties;
• on early withdrawal of penalties;
• on changes in the employee's personal data;
• on the assignment of a rank;
• about attraction to overtime work;
• on attraction to work on weekends (holidays);
• about duty;
• on the establishment or removal of personal allowances;
• about changing the mode of operation.

ORDERS ON THE MAIN ACTIVITIES AND OTHER DOCUMENTS

I would especially like to say that personnel officers have to prepare a number of orders for their core activities. Of course, these orders will be registered and stored along with other orders of this category, but their preparation and further work with them is the responsibility of the personnel officer. These are, in particular, orders:

• on the approval of the staffing table;
• on changes to the staffing table;
• on making changes (additions) to the vacation schedule;
• on amendments (additions) to local regulations;
• on the annulment of illegally or erroneously issued orders on personnel, etc.

We have already named some unified forms for personnel records that should be in every organization. (Note that in an article addressed to readers who are engaged in personnel work, we do not consider payroll documents. This is a topic for conversation with accountants). However, in addition to them, any personnel officer should be able to draw up

• travel certificate - form T-10;
• job assignment - form T-10a;
• a note-calculation on granting leave to an employee - form T-60 (front side);
• a note-calculation upon termination (termination) of an employment contract with an employee (dismissal) - form T-61 (front side);
• an act on the acceptance of work performed under an employment contract concluded for the duration of a certain work - form T-73 (this type of fixed-term employment contract is extremely rare, therefore even experienced personnel officers with many years of work experience often did not have to deal with form T-73 ).

REGISTRATION OF DOCUMENTS

There are currently three ways to register:

• the simplest - in magazines;
• more perfect - with the help of a file cabinet;
• and the most perfect, convenient, fast - with the help of appropriate computer programs.

Secretaries are free to choose the most appropriate way for them in each particular case to register documents relating to the main activities of the company. But the registration of personnel documents can only be carried out using journals. In the event of a labor dispute, a court or the state labor inspectorate may not recognize computer registration. But it is necessary to prove that this or that document was created really on the day indicated in the "date" props! The outcome of the case depends on this.

So, what kind of registers of registration of personnel documents must be in the organization:

• Journal of registration of employment contracts (which can be registered as orders - during the calendar year, starting from the new year, starting the numbering again. Or you can register, for example, staffing tables - for the entire period of the organization's activity, i.e. from the very first employment contract concluded once with the first employee, and until the very last, which will someday be concluded, apparently, shortly before the liquidation of the company);
• register of personal cards (T-2);
• register of personal files of employees (if they are kept);
• logs for registering orders (the number of logs is determined depending on the size of the personnel workflow. All personnel orders can be registered in one or more logs - up to the point that different logs can be used to register different types of orders);
• journal of registration of acts (on refusals to familiarize themselves with documents, on absenteeism, on violations of internal labor regulations, etc.);
• a book of accounting for the movement of work books and inserts to them (it is stored, like work books, in a safe).

On an optional basis (but this is very useful from the point of view of proof), logs are kept for registering employees' statements, memorandums and explanatory notes related to personnel work.

Books of account are needed to record:

• overtime work;
• used and unused days of annual paid leave
• time off provided to employees, etc.

Card index of warnings

In many cases, the Labor Code requires employees to be warned in time about the occurrence of certain events. Therefore, it is extremely useful to keep a file of warnings (paper or electronic) about these events:

• expiration of the test period (dismissal of employees who did not pass the test is possible only if they were warned about this in writing, indicating the reasons for at least three days in advance - article 71 of the Labor Code of the Russian Federation);
• expiration of the employment contract (it is also necessary to notify the employee in writing at least three days before dismissal - article 79 of the Labor Code of the Russian Federation);
• annual paid vacations (the employee must be notified of the start time of the vacation no later than two weeks before it starts - Article 123 of the Labor Code of the Russian Federation);
• in addition, you can make "reminders" about any other events (birthdays of employees, etc.) for the convenience of work.

If we analyze the question of what the job responsibilities of a personnel department specialist are, then the result obtained will be a real discovery for many readers. Many decades ago, even in a country that has not been on the world map since 1991, a stereotype was formed that a “personnel officer” is a rather prestigious position occupied by close relatives or good friends of the heads of enterprises, factories and factories. Stable labor legislation and a well-established mechanism for hiring and dismissing Soviet citizens for work guaranteed "personnel officers" a quiet life and a minimum number of duties performed. In a word, the personnel department at a large Soviet enterprise has always been considered a small "paradise" corner for its employees, and many representatives of the older generation have retained a similar attitude towards employees of the personnel departments in modern economic conditions.

But to what extent this stereotype corresponds to the real state of affairs, what has changed in the list of duties of HR specialists over the past decades, and whether this profession is prestigious and in demand in the modern labor market - these are the questions that can be considered the main topic of the presented article. Readers will learn a lot of new and useful information that will not only increase their general level of erudition, but will also bring practical benefits to the unemployed, students and future applicants.

Job Responsibilities of a Human Resources Specialist in a Modern Enterprise

Before proceeding to a detailed study of the question of what the job responsibilities of a personnel specialist are, let's consider what the personnel department is in a modern enterprise. The presented structural element of any firm, organization or institution performs a number of functions necessary to ensure the normal operation of a business entity or non-profit structure, regardless of belonging to a particular sector of the economy.

If we are talking about a small company where there is no corresponding department, then its functions are performed either by a human resources specialist (manager), or they are distributed among several employees from the administrative staff. But this option is possible only if the assignment of the functions of personnel specialists is provided for in the employment contract. For example, no one can force the chief accountant to do the work of personnel officers, since this is prohibited by the Labor Code of the Russian Federation.

The personnel department, regardless of the size, direction of activity and form of ownership of the enterprise, works in two main directions:

provides the company with the necessary personnel: analyzes the needs for new employees, develops a staffing table, selects qualified personnel with experience in certain work;

forms the personnel policy of the company (requirements for employees, staff development, etc.).

If we discard special terminology and other minor nuances, then we can say that the main purpose of the existence of the personnel department is to provide the company with the necessary personnel with a sufficient level of qualification, which is necessary to perform the main functions of the company.

The responsibilities of human resources in modern enterprises include:

Based on the specifics of the company's activities, the creation of staffing plans for all its divisions.

Hiring, transferring to another position, as well as dismissal of employees, including the execution of all necessary documents.

Personnel accounting.

Organizing the storage of work books, filling them out, as well as maintaining other related documentation.

Creation of comfortable working conditions for the personnel, in accordance with the current labor legislation.

Development of proposals for improving working conditions.

Preparation of documentation and reports for commissions that check the implementation of labor legislation.

Instructing employees and monitoring the implementation of instructions received.

Prevention of violations of discipline.

Maximum assistance in the employment of laid-off employees.

At each enterprise (where the relevant department operates), the HR specialist performs certain job duties from the list provided, ensuring the efficient operation of not only this department, but the entire enterprise / institution.

Key Responsibilities of the Human Resources Specialist

The list of HR responsibilities presented in the previous section includes their general tasks, which consist of the individual daily functions of different HR professionals. For example, a personnel manager (the modern version of the title of a department specialist) performs the following functions:

develops staffing and job descriptions;

deals with personnel documentation and ensures its safety;

prepares documents on labor protection at the workplace (separately for each position);

prepares local documentation, instructions, regulations, regulations;

deals with the issues of statistical reporting, including documents on the number and movement of personnel and monthly reports on FP-4;

maintains personnel registers, prepares orders for appointments, transfers, dismissals;

maintains personal files of employees;

draws up vacation schedules, makes changes to the listed documents, etc.

At some enterprises (depending on the number of employees), the job responsibilities of the leading HR specialist also include the following functions:

Ensures the relevance of information in the data bank about the personnel of the company, timely making all the changes that occur.

Deals with employee pension insurance cards and other documents related to pension provision in accordance with the current legislation of the Russian Federation.

Collects information on staff turnover, analyzes it, develops programs to eliminate this negative trend.

Keeps track of the storage time of all documentation, prepares papers for archiving, if required by applicable law and the internal regulations of the enterprise.

Supports the observance by employees of the organization of labor discipline and internal rules of the enterprise.

If we turn to the issue of direct work with personnel, then the personnel department performs the following functions:

deal with issues of military registration;

prepare sick leaves for transfer to the accounting department;

deal with issues of professional training of personnel: organize trainings, advanced training courses, seminars, etc.;

organize the preparation of certificates for employees of the company, make copies and extracts from the original documents that are stored in the personnel department;

provide advice on labor law issues;

are engaged in accounting of working time and monitor labor discipline (depending on the specifics of the enterprise, these functions may belong to the heads of structural divisions);

draw up and control the process of preparing documents that are necessary for business trips;

develop systems of rewards and punishments for employees, taking into account the position held, the level of responsibility and other factors.

Pay attention to the fact that, despite the rather large list of responsibilities that are assigned to employees of the personnel department, quite often all the listed work is performed by one person, for example, when the company's staff consists of ten to twenty employees. But if we are talking about a large enterprise where thousands of specialists of various specialties work, then the personnel department is a kind of “firm within a firm” with its own rules, laws and clearly assigned responsibilities. And the activity of this department, unlike the work of the calm Soviet personnel officers mentioned at the beginning of the article, greatly affects the overall productivity, profitability and other important economic indicators of a large company.

Despite the fact that each HR specialist has job responsibilities, which are briefly reflected in the internal documents of the company, in reality this issue is decided by the head of the department. Let's consider how this happens in practice, if we take a private manufacturing enterprise that employs up to three hundred people. Based on the results of work for the past month, the personnel department receives a total payroll fund of $4,000, which is distributed by the head of the structural unit.

A fair manager who looks several months ahead knows which of his subordinates deserves a bonus, who has tried, but has not yet been able to show the desired result, and who can be punished. According to this principle, he distributes the salary, and after a month he looks at what conclusions his subordinates have made. Six months are enough for such a boss to create an effective personnel department that will fully satisfy the general needs of the enterprise for qualified personnel so that the company works at 100%.

Personal and professional qualities of an employee of the personnel department

Each HR specialist, in order to perform the functions and duties assigned to him, must have certain professional skills and personal qualities.

The legislation of the Russian Federation establishes the following framework in relation to the inspector of the personnel department:

– Secondary vocational education or primary vocational education, but in combination with the passage of relevant courses and practice in the specialty for 3 years, as well as with at least 1 year of experience in this enterprise.

But, as a rule, they close their eyes for these moments if you:

know the labor legislation perfectly and know how to apply this knowledge in practice;

prove to the owner/manager of the enterprise that you know how to properly maintain employee cards and their work books;

you know the basics of office work well and can offer a computer program for the enterprise that greatly simplifies the work of the personnel department;

know very well everything related to labor protection;

know how to schedule vacations, understand and follow the pension legislation;

you can accurately distinguish a person who is able to benefit the common cause from an idler or a swindler.

In addition to the above points, which belong to the category of professional qualities, in order to successfully work as a human resources specialist, you must be a good psychologist, be able to win over strangers, and also instantly catch deceit, uncertainty, increased interest and other non-standard manifestations of emotions of applicants for position in your company. Very often, these innate qualities and acquired life experience are valued much more than the best education in this field of activity.

If you decide to work in the personnel department, do not forget that the results of your activities must comply not only with verbal agreements with the employer (this may be the owner of the company, its general director or head of department), but also with signed internal documents of the organization, as well as the current legislation in this matter. Naturally, any violation entails the appropriate punishment.

Having studied all the job responsibilities of the presented area of ​​activity, you must, first of all, decide on your own how the profession of a human resources specialist corresponds to your interests, life goals and future plans, perhaps it will bring you only positive impressions, but the possibility of negative experience is not excluded.

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How to work in the personnel department | you and work

Micro-enterprises have the right to reduce personnel records management, and other organizations are required to maintain personnel document flow in full. Which personnel documents are required to be drawn up, and which ones are useful under certain conditions, see the table below.

The Labor Code is supplemented with a new one that establishes the specifics of labor regulation of persons working for employers - small businesses that are included in the category of micro-enterprises. From January 2017, "micro-babies" will have the right to organize a simplified personnel workflow!!!

List of obligatory personnel documents of the organization

	Document	Law	Shelf life	Note
1.	Regulation on the protection of personal data	Clause 8, Part 1, Article 86 of the Labor Code of the Russian Federation		Reflects the procedure for obtaining, processing and storing employee personal data.
2.	Collective agreement	part 2 of article 190 of the Labor Code of the Russian Federation	Throughout the existence of the company	Regulates the procedure for admission, dismissal, terms of payment of wages, mode of operation, etc.
3.	Work Order Rule	part 4 of article 189 of the Labor Code of the Russian Federation	Throughout the existence of the company	It is drawn up as an annex to the collective agreement, or in its absence, as an independent document.
4.	Regulations on remuneration (bonuses and material incentives)	Article 21 of the Labor Code of the Russian Federation	Throughout the existence of the company	In the presence of complex systems of remuneration and bonuses (time, hourly, piecework).
5.	Regulations on certification of employees	Article 81 of the Labor Code of the Russian Federation	Throughout the existence of the company	In case of certification
6.	Minutes of the meeting of the attestation commission		15 years	Issued by the certification committee
7.	Regulations on the training system	Article 196 of the Labor Code of the Russian Federation, Article 197 of the Labor Code of the Russian Federation	Throughout the existence of the company	In the case of training in order to justify the economic need for expenses.
8.	Book of accounting for the movement of work books (inserts to them)	Decree of the Ministry of Labor of Russia No. 69 dated 10.10.03		The fact of receiving and issuing a work book is recorded.
9.	Receipt and expense book for accounting forms of work books (inserts)	Decree of the Ministry of Labor of Russia No. 69 dated 10.10.03	50 years (in case of liquidation of the company, it is transferred to the State Archives)	The fact of issuing forms of work books and inserts is registered.
10.	Orders for core business		Throughout the existence of the company
11.	Journal of registration of incoming / outgoing documents		Throughout the existence of the company	All documentation received by the personnel department is registered
12.	Journal of registration of travel certificates		5 years	Travel certificates are registered
13.	Books of accounting orders	list of the Rosarchive dated 06.10.2000	Order storage time	Separately, books are kept on accounting orders for employment, dismissal, internal displacement, etc.
14.	Job Descriptions			Formed at the discretion of the employer. Help to avoid conflicts with employees.
15.	Staffing table (form T-3)	Article 57 of the Labor Code of the Russian Federation	5 years	With each change, a new staffing table is formed.
16.	Vacation schedule	Article 123 of the Labor Code of the Russian Federation	1 year	Compiled at the end of each year, approved by the head of the company no later than 2 weeks before the end of the year.
17.	Employment contract	Article 16, Article 56, Article 57, Article 67 of the Labor Code of the Russian Federation	75 years old	It is concluded individually with each employee on the basis of an application for employment.
18.	The order of acceptance to work	Article 68 of the Labor Code of the Russian Federation	75 years old	Issued on the basis of an employee's application for employment and an employment contract. Signed with the employee within 3 days from the date of entry to work.
19.	Employment history	Article 66 of the Labor Code of the Russian Federation	50 years	It is issued for each employee who has worked more than 5 days, upon dismissal, it is issued by hand.
20.	Employee's personal card (form T-2)	Decree of the State Statistics Committee of Russia dated January 05, 2004 No. 1	75 years old	Issued for each employee, contains data on labor activity
21.	Employee Questionnaire		75 years old	Employee data. Access to information has a limited number of employees.
22.	Private bussiness		75 years old	Stored in a specially equipped room. Responsible for maintaining.
23.	Order for transfer to another job	article 72.1. Labor Code of the Russian Federation	75 years old	The rule of transfer to another job is fixed in the Labor Regulations.
24.	Dismissal order	part 1 of article 80 of the Labor Code of the Russian Federation, paragraph 6 of part 1 of article 81 of the Labor Code of the Russian Federation	75 years old	Upon dismissal of one's own free will on the basis of an employee's application. Upon dismissal of an employee for violation of labor discipline
25.	Orders on granting holidays, duty, penalties, short-term business trips	article 6 of the list of the Rosarchive dated 06.10.2000	5 years	Arranged at the direction of the manager
26.	Time sheet	part 3 of article 91 of the Labor Code of the Russian Federation	75 years old	Actual hours worked
27.	Liability agreement		5 years	Concludes with a financially responsible person
28.	shift schedule		5 years	In case of shift work.
29.	List of employees working in hazardous production		75 years old.	If there is harmful production (for calculating a preferential pension)
30.	List of retired employees		50 years	To calculate a preferential pension
31	Safety instructions	Articles 212, 225 of the Labor Code of the Russian Federation	Constantly