In any organization, each document must be registered and entered in a special journal. This also applies to labor agreements. An employment contract register, a sample of which will be further analyzed, is required in every company that keeps records of documents and data of its employees.
Do I need a magazine
Leaders of organizations should understand that the register of employment contracts and additional agreements is not a waste of time, but an opportunity to insure yourself. Firstly, it is very convenient. All information about the documents is contained in one place, instead of storing a pile of contracts of all employees on your desk. Secondly, a magazine may be necessary if conflicts arise between the employee and the employer. Thirdly, thanks to the magazine, a human resources officer can issue any information to an employee in a short time.
In some organizations it is customary to keep several such journals: for perpetual contracts and for urgent ones.
The word of law
By the way, the legislation does not indicate anywhere that the register of employment contracts is required. But it so happened that this is a given office work and its general rules. According to the norms, each document must be fixed. In addition, this journal is listed in the list of management documents. And its absence in the organization can cause problems with inspection bodies.
Experienced employees of the personnel department argue that the presence of a register of employment contracts, a sample of which will be presented later, significantly facilitates workdays and allows you to organize data on employees and keep records of them.
Filling
It is not regulated by law what exactly an accounting journal should look like. In most cases, the form of the register of employment contracts is a regular notebook. The main thing is that the cover is dense for greater exploitation.
The title page of the journal must indicate the name of the organization, the name of the journal, the beginning of its maintenance. Next, on the first sheet, the persons responsible for maintaining the book are indicated. If it is assumed that authorized persons may change, then it is better to enter information about them in an orderly manner:
- Number in order.
- Details of the employee.
- Title of the post.
- The reasons why this person can make changes to the journal.
- Signature of employee.
Filling out the register of employment contracts can be called standard. All information is entered into a table, the number of columns in which varies depending on the wishes of the organization itself. On average, there can be up to ten columns. The table is populated as follows:
- The serial number of the document registration.
- Date of conclusion of the contract.
- Number of contract.
- Details of the employee.
- The name of the position or specialty.
- The name of the department or unit.
- The validity period of the contract.
- The nature of work.
- The presence of additional agreements.
- Special notes.
Optionally, you can enter another column, where the employee will sign next to the information provided. In addition, the signature will indicate that the employee received a copy of the contract.
Those who don’t know what the register of employment contracts look like can see the sample document in the photo below.
paper version
Despite the fact that the era of computer technology is flourishing today, almost all companies keep a paper version of the registration journal.
Firstly, this document must be stitched, numbered and certified by the head of the organization. Secondly, the personnel department assures that it is much more convenient to keep such a journal. And thirdly, in the journal should be signatures of employees, indicating their agreement with the specified information.
Electronic version
The electronic form of registration of employment contracts has both pros and cons. Undoubtedly, electronic documents are very convenient to use. Piles of folders and papers do not clutter up the desk and shelving, because everything is stored on a computer. But in the electronic version you can’t get the employee’s signature in the document and quite often it happens that computers break down and all the information can simply disappear.
Therefore, many personnel managers, if they keep an electronic journal, it is only as a backup version of paper media.
They usually make an electronic version in Excel format. This table has many functions and is easy to fill out. The electronic format of the magazine is:
- control over the storage of information;
- secrecy of information;
- instant formation of copies of orders and certificates;
- Instant search of the necessary documents.
In addition, you can separately keep a log of additional. agreements to employment contracts. But sometimes it is inconvenient to look for information on an employee in different documents. It is better if this information is highlighted as a separate column in a common document.
Features
There are some features that are best kept when logging. This may include:
- The register of agreements to employment contracts and the contracts themselves can be started anew every year. This is especially true for large enterprises, where there are a lot of documents.
- If the authorized person has made a mistake in entering the information, no fines for this are not supposed.
- Such a document should be stored for at least 75 years.
- After the logbook has ended, it needs to be flashed and numbered. Next, put the seal and submit it to the archive of documents, where it is actually stored.
- If a fixed-term contract goes into the category of unlimited, this fact must be recorded. Next, the contract is re-registered or made a corresponding note in the journal.
- The leader must certify the registration journal by putting his signature on the back cover of the notebook.
Who keeps a magazine
As we have already found out, the contract accounting journal is a document that confirms the presence of important documents in an organization.
According to the rules, such documents are filled out and maintained by authorized persons. At its core, these are HR employees or HR managers. They are responsible for various checks, that is, the full provision of information about employees.
The same employees also bear responsibility for the originals of all contracts and additional agreements to them. Start these documents according to the order of the employer.
The order determines:
- type of logging (paper or electronic);
- journalist
- registration journal form.
Earlier, a register of employment contracts was submitted (sample document). Now you can see in the photo below how the journal for registering additional agreements to the contracts looks.
Changes
It was previously said that with a small oversight, the employee does not bear special responsibility or penalties. But still you need to fill out the journal carefully.
It is strictly forbidden to make any changes, regardless of the type of document. If an authorized employee makes a serious mistake, the journal should be closed. This means that on the last page of the book the reason for its closure is indicated. Further, the problem should be reported to the company leader. In order to start a new accounting journal, you need to issue an order.
As for the additional changes that relate to a particular employee, they include:
- dismissal;
- change in working conditions;
- transfer of an employee to another department, division or change of position of an employee.
For such information, either a separate book for supplementary agreements is created, or a separate column in the contract registration journal.
It is important to remember that such a journal is primarily important for an employee who maintains information about employees.
Thanks to this document, you can easily find information in those journals that have long been transferred to the archive. And also the magazine is considered legal confirmation of the existence of all those labor contracts that are concluded with employees who perform their activities at the enterprise.