Organization of personnel records at the enterprise is not a difficult but painstaking task. It is solved by sequentially launching personnel processes, which are regulated by applicable law.
In general, the correct maintenance of personnel documentation not only saves the company from inspections by regulatory authorities, but also allows employees to avoid problems, for example, with obtaining pensions or the possibility of applying for other social guarantees. It often happens that due to improper record keeping at the workplace, people have to spend a huge amount of time, finances and nerves to prove to any authorities their right to receive benefits, allowances and other payments. Therefore, each manager should remember that maintaining personnel records and the proper organization of office work is one of the main tasks for which he is responsible to his staff and the state.
This article will talk about the correctness of the establishment of this process, as well as about all its nuances. Then it will be possible to get an answer to the question of how to organize personnel records from scratch step by step and not make mistakes.
Concepts and Definitions
Before you understand the setup of this process, you should define the basic concepts. So, personnel records - this is the process of organizing the accounting of employees, which is associated with the official registration of hiring, moving from one position to another and the release of personnel, as well as accounting for labor relations of the enterprise and its personnel.
HR records management is an activity that provides documentation and organization of work with HR documents.
Thus, it becomes clear that HR management and personnel records are two interrelated phenomena that are aimed at implementing the personnel policy of the enterprise.
Targets and goals
The purpose of personnel records is to establish an effective, working system of personnel records management and proper registration of labor relations between the employer (enterprise) and the employee (personnel) directly.
But the tasks that personnel records are designed to solve are the following - regulating the relationship between the employer and the employees of the enterprise and creating the legal framework for labor relations.
Having understood what human resources accounting is, you can begin to consider how to organize personnel records from scratch step by step.
Stages of organization of personnel records
So, before you start organizing personnel records step by step from scratch, you need a clear plan of action, divided into stages. This will help not to miss important points in this process.
So, the organization of personnel records in general involves passing the following steps:
- Creation of a personnel service (department) in case the company plans to employ a large number of employees, or assigning accounting duties to a specific specialist if the company plans to have a small number of personnel.
- Development of basic regulatory documentation (in the field of personnel management of an enterprise).
- Organization of office work (determination of who and how will draw up documentation, development of order forms on personnel issues, maintaining reporting journals, etc.).
- Automation of personnel records (if necessary).
- Identification of ways to control the accuracy of accounting (regulation and assignment of authority to officials responsible for proper accounting).
Each of these stages has certain tasks and subtasks. It is necessary to consider all of them.
Who should keep records?
As noted earlier, there are two ways to determine who will be involved in maintaining personnel records in an enterprise. In general, it depends on how many people are planned to be employed to achieve their goals (as a rule, the goal of an enterprise is to organize commercial activities for profit).
For large companies, the creation of a personnel service or a full-fledged personnel department is recommended. For small enterprises, the assignment of personnel duties to an accountant or secretary is permissible. However, there is a third option - the transfer of accounting records to outsourcing to specialized organizations.
When creating a service or department, you will need to create certain regulatory documents, namely the provision on the service (department) and job descriptions of employees. In the case of assigning duties to an accountant or secretary, it will be necessary to register the personnel functions in the job description of the selected employee. If there is such a need, it is recommended that you send an accountant or secretary to HR courses. This will help improve the skills of employees who will be entrusted with duties on personnel matters. But if it was decided to cooperate with third-party organizations on the issue of transferring accounting duties to them, then a contract is required.
Development of mandatory personnel documentation
There are a number of documents that compulsorily guide those who maintain personnel records and records management. First of all, such a document is the staff list. It is a document that displays the composition, number of staffing and salaries of employees, as well as job titles. In the staffing table, the posts of employees are divided into units, which makes it possible to make a quantitative and qualitative analysis of the entire enterprise.
The next step is the development of a standard form of personnel orders, which will display information about admission, transfer to another position, sending on leave and dismissal of employees of the enterprise.
The next mandatory document is the internal labor regulations. They display the main points that regulate the labor activity of all employees of the enterprise. According to this document, if an employee violates the rules described in the document, he can be punished by disciplining him.
Also another document of personnel records is a model agreement on the conclusion of labor relations between the enterprise and the employee. Employment contracts can be of the same type or worked out for each position separately. In addition, the company must have developed a time sheet, which will display the actual hours for which the employee will receive wages.
You should also remember about the vacation schedule at the enterprise. This document is developed no later than two weeks before the end of the year. The vacation schedule displays a calendar plan for sending people on compulsory holidays. When drawing up such a plan, it should be remembered that personnel should be sent on vacation in such a way that the simultaneous absence of certain workers does not entail a break in the labor process of the enterprise.
We should not forget about the development of regulations on remuneration.This document reflects the process of payroll to staff of the organization, and also regulates the calculation of additional payments, for example, allowances, incentives or bonuses. The final stage is the development of regulations on the units of the enterprise and job descriptions of specialists and workers. In addition, it is recommended to develop a regulation on personal data. Once the regulatory documents were ready, you can begin to organize paperwork.
Clerical work
Paperwork includes the proper maintenance of documentation related to the reception, movement and release of personnel.
Mandatory is the conduct of personal files that are established for each employee of the enterprise. It includes a personal personnel record card, an application for admission, a copy of the passport, copies of educational documents, a certificate of medical examination, a copy of the military ID (if any) and other documents that are generated in the course of the employee’s work . And also another and very important task is to fill out work books.
In addition to all of the above, other documents can also be developed that are directly related to the specifics of the enterprise, ensuring the correct operation in the field of personnel records.
What magazines should be in HR management?
First of all, you need to start the following magazines:
- familiarization with the rules of the internal labor schedule;
- registration of personnel orders;
- registration of orders for employment;
- registration of orders for regular vacations;
- registration of sick leave;
- registration of employment contracts;
- accounting for seconded workers;
- time tracking;
- accounting for the movement of work books;
- accounting of personal cards;
- accounting checks.
In addition to the journals themselves, as a supplement to them, instructions can be developed to fill them out. And also all documentation that is registered in these journals is stored in separate folders according to the approved nomenclature.
Accounting Automation
As it became clear from the above information, personnel records are a very painstaking process that requires special attention from employees who are responsible for maintaining this issue. Therefore, today it can be simplified by automation.
There are many programs that simplify the work of personnel officers and reduce the likelihood of making any mistakes. As a rule, an enterprise needs to install licensed versions of such software. However, it is worth noting that the purchase of such a program will pay for itself in a short time and will not allow serious errors in the work. In general, such programs solve the following problems:
- maintaining personnel records in accordance with labor legislation;
- compilation and reporting on the issue of personnel;
- making timely approvals of all personnel processes with the billing department or accounting.
One of the most popular and sought-after programs today is 1C with the configuration of “Human Resource Management”.
What to do if it is impossible to independently organize personnel records step by step from scratch?
If an enterprise had to face such a problem when it is not possible to independently establish personnel processes, then it is not difficult to solve such a situation. For these purposes, there are companies that are able to provide such a service.
Specialists of consulting companies will conduct an audit and develop the necessary package of documents. In general, such organizations are called upon to solve such problems:
- Choose the optimal personnel management system at the enterprise.
- Develop internal regulatory documents.
- Develop necessary instructions and regulations.
In addition, such specialists can, if necessary, lead the creation of a personnel management service and a document management department. In general, the involvement of third-party specialists helps management to establish work in this direction. This is very useful for the enterprise as a whole, especially when creating it.
Conclusion
Summarizing this article, it is worth noting that personnel accounting and personnel management are interrelated processes where the personnel policy of the enterprise will completely depend on the quality of the organization of the first.
In no case should one overlook personnel issues, because not only the organization’s activities depend on them, but more often the fate of employees. One has only to imagine how indignant those people are who cannot receive their well-deserved retirement or any other payment due to poor-quality performance of their duties by a personnel officer.
Having considered the question of how to organize personnel records from scratch step by step, we can begin to implement a program to establish this process in the enterprise. The most important thing is not to neglect the recommendations of the Labor Code, the decisions of the Ministry of Labor, Goskomstat, Rosarkhiv and other government departments.
After all personnel processes inside have been adjusted, do not lose sight of them. It is important to remember that workers who are engaged in personnel records should be sent, at least occasionally, to courses in HR administration, to improve their skills. And also should conduct a routine audit of accounting processes in the field of personnel. This will help to keep up the work in this direction.