Before direct hiring and registration, there are several stages that are provided for by law, such as a medical examination, election to a position, or selection of an applicant for a position on a competitive basis, etc.

Step 1 . Honey. examination

Before an employee begins performing his duties, the employee must undergo a medical examination. This applies to the following categories of citizens:

1. Minors.

2. Persons starting work in trade, in the catering sector, as well as food industry workers, must undergo a medical examination first (before entering work) and repeat the procedure periodically (annually for workers under 21 years of age) without fail. .

Step 2. Civil contract

An individual can be hired only under a civil law or employment contract. A civil contract provides a number of advantages: contributions to the Social Insurance Fund are not mandatory, as are vacation pay and sick leave. But, this type of contract is provided only for the final result of labor, otherwise the contract will be recognized as an employment contract.

Step 3. Familiarization of the employee with job descriptions and other company standards

Job descriptions (optional)

Job descriptions are a list of employee responsibilities. Providing a job description is not necessary, but this step will help get rid of a number of problems and misunderstandings that arose between interested parties during the course of work.

Job descriptions are drawn up and signed in two copies, one copy for the employee, the other for the employer.

You can view and download job description samples in our special section.

Step 4. Conclusion of an employment contract in accordance with the staffing table

A convention agreed upon by an employer and his employee expressed in writing is called an employment contract. This agreement contains a list of rights and obligations that do not contradict the Labor Code of the Russian Federation, otherwise the agreement may be declared invalid.

In accordance with Article 67 of the Labor Code of the Russian Federation, an agreement has the right to exist only in writing, drawn up and signed by the parties in two copies. When concluding employment contracts with certain categories of citizens, labor legislation and other regulatory legal acts that set out the norms of labor law may provide for coordination of the likelihood of concluding employment contracts or contractual terms with certain bodies or persons who are not employers under these contracts. Or drawing up an agreement in more than two copies.

The employment contract must include certain information: mandatory conditions (Part 1 and Part 2 of Article 57 of the Labor Code of the Russian Federation), or additional conditions (Part 4 of Article 57 of the Labor Code of the Russian Federation).

An optional step is to draw up and sign a full MO agreement. But, at this stage, such an agreement can be very useful. It happens that such an agreement with the employee was not immediately concluded, and already in the process of work the employee often refuses to sign an agreement on full MO. The law does not provide for cases of resolving this situation, how to deal with a disobedient employee - force the employee to sign an agreement on full MO, or punish, or apply radical measures and fire. Lawyers, inspectors and judges have different opinions on this matter. In order not to find yourself in an unclear situation and not to prove and defend your position to someone, it is better to conclude a full MO agreement with the employee at the stage of registration and hiring. In this case, it is necessary to take into account the laws and conclude a contract only with certain employees.

The following positions must certainly be reflected in the employment contract:

1.You can specify a probationary period in the employment contract. In case of unsatisfactory performance, you can fire an unsuitable employee.

2. It is imperative to indicate the employee’s place of work with the designated structural unit in the employment contract.

3. In the employment contract, the employee’s responsibilities must be specified specifically and clearly, or job descriptions reflect the responsibilities.

4.The amount of wages must be specified in the employment contract.

5. There is a reflection of the employee’s rest and work schedule.

An employment contract is divided into several types: for a certain period (fixed-term agreement or contract), as well as for an indefinite period (most often used in practice). If, at the end of the contract, the employee continues to work at the enterprise, it is considered that the contract has been converted into an open-ended one. The employee must sign the employment contract in two copies. One is for the employee, and another copy is for the employer.

A sample employment contract for 2011 is available in our special section. An example of an employment contract form valid for 2011, a sample of which can be downloaded directly on this page.

If the working day is more or less a standard eight-hour day, then it is advisable to draw up a staffing table. In this situation, the employment contract states that wages are paid according to the staffing table.

Step 5. Conclusion of a liability agreement

An agreement on full individual training is not mandatory, but a desirable document when hiring an employee. The contract does not have a unified form, but there are established points that this document must contain

This agreement is drawn up primarily for employees of stores, warehouses, production points, and also often for ordinary office employees - in relation to office equipment. Concluding an agreement on full financial liability is also advisable when using money or other valuables in work. The agreement is signed in two copies, one copy - to the employee, the other - to the employer. You can download a sample Agreement on full individual MO in a special section of our website.

It is also important to note such a document as a trade secret agreement, which takes place in most of today's commercial organizations. This agreement is concluded at will; the parties sign not only the provision on trade secrets, but also an agreement on non-disclosure of trade secrets.

Step 6. The employee writes a job application

When applying for a job, the employee must draw up and sign an application. The application for employment is agreed upon by the applicant with the head of the structural unit of the enterprise in which he is hired, about which a corresponding written note (visa) is made on the application.

An application for employment must contain a resolution, as well as a mark on the execution of the document. If the job application is considered positively by the director of the company, then subsequent documentation of the applicant's hiring is carried out.

Step 7. Registration of the employment contract and the agreement on medical education in the book

Book of registration of employment contracts.

The employee who has received the MO and labor agreements signs receipt in the registration book. If something happens, the employer will always be able to prove that the employee was given these documents in person.

Step 8. Publication of the employment order.

The employment order is signed after the conclusion of an employment contract by the employee and the employer. There are unified forms of orders for hiring, approved by Resolution of the State Statistics Committee of the Russian Federation No. 1 of 01/05/2004, form No. T-1 “order or order for employment” and approved form No. T-1a “on hiring employees”.

It is used for registration and accounting of employees hired under an employment contract, and its content must exactly correspond to the conditions specified in the concluded employment contract. Ideally, the employment contract and the hiring order should not only not contradict each other, but should directly coincide.

To issue an order for employment (order for appointment to a position), Form N T-1 is used - for one employee, Form N T-1a - for a group of employees. Drawed up by the person responsible for hiring for all persons hired by the organization on the basis of a concluded employment contract.

When issuing an order (instruction) on the hiring of employees, the name of the structural unit, position (specialty, profession), the probationary period, if the employee is subject to a probationary period when hiring, shall be indicated, as well as the conditions of employment and the nature of the upcoming work (part-time, in procedure for transfer from another organization, to replace a temporarily absent employee, to perform certain work, etc.). When concluding an employment contract with employees for an indefinite period, the “to” column in the “Work period” details is not filled in.

The employee confirms that he has read the text of the order with a personal signature. According to current legislation, the employee is given three days from the date of actual start of work to familiarize himself with the order. After this, within 5 days from the date of start of work, the employer must make a record of hiring in the employee’s work book. Please note here: you should not rush to make this entry - it is better to wait until the employee actually goes to work, familiarize him with the order, and only after that make the appropriate entry in the work book. This is due to the fact that if an employee, having signed an employment contract, does not go to work within the agreed time frame, the organization can cancel the contract unilaterally (Article 61 of the Labor Code of the Russian Federation), and canceling an entry in the work book is more difficult.

Step 9. Reflection of the employment record in the work book.

A mark is also created in the work book. It is possible to simply accept the work book first, and then record the work. In accordance with Art. 66 of the Labor Code of the Russian Federation, the employer (with the exception of employers who are individuals but are not individual entrepreneurs) must keep work books separately for employees who have worked for him for five days or more, in the case where this work is the employee’s main income. The employer must issue a work book if the employee has not already had one. If, in addition to the main job, the employee also works in another job (part-time), then on the basis of documents confirming this fact, at the request of the employee, the information is reflected in the work book at the place of main earnings.

Step 10. Making an entry in the Book of accounting for the movement of work books.

It is necessary to reflect the information in the Book of Accounting for the movement of work books and inserts for these books, and we also fill out the Receipt and Expenditure Book for recording the forms of work books and inserts for these books. Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69 approved the forms of these documents. You can register personal cards of employees, for example, in the personal card register.

Step 11. Issuing a personal card for an employee

Each employee must have a personal card. Then, against signature on the personal card, it is necessary to familiarize each employee with the entries reflected in the card, as well as with the entries entered in the work book. There are unified forms approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1. This is form No. T-2 “personal card”, form No. T-2GS(MS) “personal card of a state (municipal) employee”, as well as form No. T-4 “registration card of a scientific or scientific-pedagogical worker”. At this stage, it is only important to remember that the cards must be kept on paper, since they contain records about hiring, transfers, etc. The employee should be familiarized with signature.

Step 12. Registration of the employee’s personal file (optional)

Step 13. After registration: Registration with authorities

If an employer hires employees for the first time, he must register (within a certain time frame) as an employer with the following authorities:

1. To the pension fund, within 30 days.

2. You must register with the Social Insurance Fund within 10 days.

3.In the MHIF, up to 30 days.

Each new employment contract must be registered with:

1.Pension fund.

Refusal to register an employment contract for reasons of violation of labor legislation, low salary, or existing debt of the employer is not provided for by the legislation of the Russian Federation.

Medical insurance for an employee

For each employee, you need to obtain a medical insurance policy from the insurance company and hand it over to the employee. The employee, from March 1, 2011, must independently take out this policy.

Fines

Fines are assessed for incorrect registration, failure to register, or for failure to register in the relevant funds, in accordance with Article 5.27 Violation of labor and labor protection legislation (Code of the Russian Federation on Administrative Offenses).

An individual entrepreneur is assessed a fine in the amount of one to five thousand rubles, or an administrative penalty (suspension of the entrepreneur’s activities for up to ninety days).

Organizations are assessed fines from thirty to fifty thousand rubles, or administrative punishment (suspension of the organization’s activities for up to ninety days).

Social contributions for employees and payroll taxes

The employer must pay personal income tax at a rate of 13% for each employee, and in addition to this, transfers are made from their income to the FFOMS, Pension Fund, Social Insurance Fund, and TFOMS. These deductions are calculated depending on the type of activity and the chosen tax regime.

Hiring an employee on staff according to the rules of the law. Deadlines for registration. Required documents. Entry in the work book.

Sometimes an employer fools a new employee when applying for a job. Requires you to bring documents about which there is not a word in the Labor Code, refuses to make an entry in the work book or does not want to draw up an employment contract. Rabota.ru found out all the details about the hiring procedure. Which documents are required and which are optional. When should an entry be made in the work book?

The confusion with paperwork that a new employee is involved in from the first days of work is not the best way to adapt to the workplace. As a result, some run away without waiting for the desired entry in the work book.

In February, Alena got a job. A layout designer with a probationary period of three months. They promised to apply for a job on the first working day. Alena brought her Taxpayer Identification Number (TIN), pension certificate, and work book. I even completed registration the day before and took photos. But at the request of the HR department, its registration was postponed. First for the day. Then two more.

On the fourth day, Alena was typing up a booklet, watching out of the corner of her eye as the boss rummaged through the pile of papers on the employees’ desk, trying to find a sample job application. And out of the corner of my ear I hear how the head of the department asks the personnel officer over the phone whether there is a position of layout designer in the staffing table!

The job application had to be rewritten four times: it was not written according to the form, the date was not indicated, or the salary was missing. In the end, the endorsed application along with all the documents landed on the personnel officer’s desk, and Alena filled out the form. And a week later, the boss invited her to write a statement again. Now about hiring for the position of moderator.

It turned out that the entry in Alena’s work book had not yet been made. The previous staffing schedule does not provide for a layout designer. Only the general director can approve a new one, and he is on vacation. “You will be appointed as a moderator so that you can receive your salary on time,” the boss convinced. - Moderator's. Then you’ll write an application for the position of layout designer, and they’ll pay you the difference.”

It doesn’t seem to be a big deal, but there is a pitfall. If an inspection unexpectedly comes to the HR department, then the props necessary to receive a salary will turn into reality. Alena, the layout designer, will urgently have to make an entry about moderation. But the boss promised not to let this happen. "Do you believe me?" - he asked.

The last straw was the phrase that entry into the labor record is made upon passing the probationary period. Alena couldn’t stand it and took the work book. The paperwork resulted in the loss of an employee for the company.

Documents required when applying for a job

Five steps—and you are in the state

There are companies in which the registration mechanism works without failures. Employees do not solve personnel puzzles while sulking in the corner, but confidently settle into a new place.

Below is a standard step-by-step description of the procedure for registering an employee as a staff member.

Step one. You are writing a job application. In it you indicate the name of the organization, the name of the manager, your position, structural unit, conditions of admission and date.

The manager endorses the application, indicates the salary, signs and dates it. Then the job application is submitted to the HR department along with all the necessary (see table) documents.

Step two. You get acquainted with the internal labor regulations, collective agreement and other regulations (Article 68 of the Labor Code of the Russian Federation).

Step three. The employer enters into an employment contract with you. It indicates work and rest time, vacation, salary and all allowances (Article 57 of the Labor Code of the Russian Federation). The contract is signed by both parties. One copy is kept in the HR department, the other is with you. An employer's refusal to sign an employment contract is a violation of the law.

By the way: if you have already started working and the contract has not yet been signed, it is considered that it is concluded automatically (Article 67 of the Labor Code of the Russian Federation). It is necessary to consolidate the employment relationship on paper within three working days from the moment of your arrival. It is illegal to stall for time.

Step four. The HR department issues a hiring order. You meet him and sign.

Step five. Entry in the work book. By law, she must appear within a week from the date the employment order is issued.
If an employer refuses to make an entry in the work book, he is breaking the law. And it doesn’t matter at all that you work temporarily or are on a probationary period. According to the Labor Code (Article 66), an entry in the work book is granted to every employee (not part-time worker) who has worked for the company for more than five days.

An entry about the probationary period is not made in the work book - only in the employment order and in the employment contract. But if you do not pass the strength test, your labor report will write: “Dismissed due to unsatisfactory test results.”

Have you passed? Then a document will be added to the employment contract, which records the change in salary, if it was intended. The probationary period cannot be extended (Article 70 of the Labor Code). But if you cope with your work successfully, it may end earlier.

The requirements for registering an employee for work, as specified in the Labor Code, may vary slightly. However, conscientious companies prefer not to delay this process. They quickly fill out the documents, make an entry in the work book, and the new employee becomes a full-time employee.

Natalya Poletaeva

Registration of a new employee in each organization has its own nuances. Despite this, there are a number of rules that are the same for everyone. They relate, first of all, to documents that are drawn up during the hiring of a new employee. The applicant should know that when applying for a job, a certain package of documents is drawn up, because in order to fill them out correctly, you may need additional information prepared in advance.

According to the law, in some cases additional documents may be required in addition to the basic ones. For example, persons who will work with dangerous and narcotic substances must also provide a medical report on their state of health. Persons entering the state or municipal service must write an application for employment and fill out a questionnaire - for all other specialists this requirement is not mandatory.

Documents that the candidate must have

Every company opening a competition for a vacancy needs a high-quality and quick selection of candidates. Therefore, in order to simplify the registration process, the legislation of the Russian Federation has compiled a list of necessary documents for registration. In accordance with Article 65 of the Labor Code, regardless of which enterprise the registration is carried out, the applicant must have the following documents with him:

• Identity documents. These include a passport or an identity card issued temporarily.
• People on military duty must present a military ID.
• If a candidate for a vacant position already has work experience and has a work book, it must also be provided when applying.
• A document that confirms that the candidate is registered in the compulsory pension insurance system. If such a document was issued by the Pension Fund.
• Documents that confirm the qualifications of the applicant for the vacancy.

When getting a job for the first time, candidates for a certain position do not have a work book or pension insurance. The HR department carries out the documentation of employment, so it is they who will deal with this documentation in this case.

The employer, guided by the specifics of the work, or in order to insure himself, may request other documents. Since such cases are regulated and specified in legislative acts, each applicant has the opportunity to familiarize himself with them independently. Documents that are not listed in the Labor Code of the Russian Federation are not mandatory when applying for a job.

The table lists the conditions that must be present in an employment contract

List of documents that are drawn up when applying for a job

The main document regulating the relationship between employer and employee is the employment contract. But there are a number of accompanying papers that are required to be completed. Hiring should be handled by a member of the HR department. He knows the registration procedure and the admission procedure.

Anyone applying for a vacant position needs to know what documents are drawn up when applying for a job. In order to fill out the required papers, they look like this:

• application for employment by a future employee;
• employment contract (drawn up in two copies);
• The order of acceptance to work;
• the first entry is made in the work book confirming the employee’s hiring for the position;
• An employee card is created using a standard form.

It is necessary to take into account the order of paperwork when applying for a job, because each of them is the basis for signing the following papers.

When hiring, the following documents are drawn up in the appropriate order:

Important information

You should be aware that violation of legal requirements may result in the imposition of fines or disciplinary sanctions on responsible employees and management of the organization. And in case of forgery of documents during employment, an employee may be dismissed under Article 81 of the Labor Code of the Russian Federation. In addition, providing knowingly false documents is subject to criminal liability.

• The job application is submitted along with all required documents (identity card, work book, etc.). The HR department employee is obliged to instruct the applicant, as well as inform him about the use of personal data and the conditions provided by the employer.
• An employment contract is a document of high importance. It indicates that the employer and employee accept common responsibilities and rights. That is why it is very important to familiarize yourself in detail with all the nuances of the work before you start signing the contract. This document is drawn up within a few days from the date the employee is hired. It is carried out in two copies, one of which remains in the HR department, and the other is given to the employee. Immediately after signing the agreement, it acquires legal force, so it is important to familiarize yourself with all its terms in advance.
• The hiring order is drawn up no later than three days from the date of arrival of the new employee. Such an order includes information about the conditions of admission, position, and salary. The registration is carried out in accordance with the standard form and is handed over to the employee for review against signature. After this, the first mark on this job is made in the work book. In this case, the date of reception, information about it, as well as on what basis the employee was hired is indicated.
• An employee card is created according to a standard form in a single copy. After its registration, all data is given to the employee for verification. If the information is entered correctly, he is obliged to certify the document with his signature. Such a card must be kept at the enterprise for up to 75 years.

Watch the video for details on how to prepare basic documents when applying for a job.

The documentation that is created during the hiring process of an employee fully regulates the rights and obligations of the employee and the employer. That is why only qualified employees are allowed to process it. All documents to be filled out have a unified form, which every employee can familiarize themselves with in advance. Thanks to this, you can prudently prepare the necessary documents for quick registration and filling the desired position.

More detailed information regarding the preparation of documents when applying for a job can be found by asking a question in the comments

According to the Labor Code, an individual entrepreneur has the right to hire employees, and this process is not much different from the employer of organizations. However, Chapter 48 of the Labor Code of the Russian Federation describes the labor characteristics of workers whose activities are related to individual entrepreneurs.

By law, every employer must officially employ employees. Within three days after the employee starts work, the employer is obliged to formalize their relationship with an employment contract and make an entry in the work book.

If an entrepreneur violates the requirements of the law, then he is liable for:

Administrative - a fine of up to 50 thousand rubles or freezing of activities for up to 90 days;

Tax - fine from inspection services depending on the severity of the violation;

Criminal - a fine of up to 200 thousand rubles or imprisonment for up to 2 years.

In order to hire an employee you must:

Conclude an employment or civil contract;

Prepare personnel documents;

Register with the Social Insurance Fund (SIF).

A civil contract facilitates the employment process for an individual entrepreneur. In this case, the contract is concluded for the performance of a specific amount of work or the provision of a service and does not require registration with the Social Insurance Fund.

Also, regardless of what kind of employment agreement was concluded, the employer, within 30 days from the date of registration of the first employee, is obliged to register with the Pension Fund.

Step-by-step registration of an employee

In order for an employer to register an employee, he must provide the following package of documents:

• Work record book (if missing, fill it out yourself);

• Military registration documents;

  Documents confirming the employee’s qualifications (diploma of higher or incomplete higher education).

Let's consider the step-by-step registration of an employee in accordance with the Labor Code of the Russian Federation:

1. The employee must write a job application in accordance with the staffing schedule.

2. According to Article 57 of the Labor Code of the Russian Federation, the employer draws up 2 copies. One copy remains with the entrepreneur, the other is given to the employee. The contract must include the following information:

Full name of the employee and employer;

Organization details;

Employee's passport data;

Schedule;

Information on wages and bonuses;

Job responsibilities;

Date and signature.

3. The employer familiarizes the new employee with its activities and existing local regulations: job description, regulations on labor protection, internal labor regulations, etc.

4. The entrepreneur draws up according to the unified form T-1..

5. The employer creates a personal card for the employee.

6. The manager makes an entry in the work book within a week from the date of concluding the employment contract.

Payments to and per employee

Article 136 of the Labor Code of the Russian Federation provides that an entrepreneur is obliged to pay wages to an employee every half month. The terms and procedure for payments are established by the employment contract. When calculating salaries, it is necessary to maintain personnel records and time sheets. Late payment imposes administrative or financial liability on the employer.

An employee registered under an employment contract has the right to annual paid leave and sick leave. In turn, the employer must withhold personal income tax from the salary once a month and transfer it to the budget. It is 13% and is transferred to the tax office no later than two days after the salary is calculated.

An entrepreneur who has attracted a certain number of employees becomes an employer, which means he must pay contributions established by law. Insurance premiums must be paid by the 15th of each month. The contribution rate is 30% of the employee’s salary, where 22% in the Pension Fund, 5.1% in the Compulsory Medical Insurance Fund and 2.9% in the Social Insurance Fund.

When concluding a civil contract, the employer is not obliged to pay funds to the Social Insurance Fund, but transfers are allowed if desired.

Entrepreneur reporting on employee

With hired employees, the entrepreneur has an increased number of reports that must be submitted to different authorities. Accordingly, it is important for the employer to know where, within what time frame and what reports must be provided.

Employee reports are submitted to three authorities:

Tax authority;

Pension Fund;

Social Insurance Fund.

The following reports must be submitted to the tax office:

Information on the average number of employees - data is submitted once a year. They must be provided by January 20 of the following year. For example, a report for 2017 must be submitted by January 20, 2018. The information is needed so that the tax office controls the number of employees when calculating taxes and imposing special tax regimes.

Certificate 2-NDFL - the report is provided once a year until April 1 for each employee. The certificate displays information about the employee’s income, required deductions and withheld income tax for the past year. If an individual entrepreneur has more than 25 people on staff, the report is submitted electronically.

Certificate 6-NDFL - submitted quarterly until the 1st day of the next quarter. The certificate must be provided on time. For delay, in addition to a fine, the tax office has the right to block the current account.

Calculation of insurance premiums - submitted quarterly until the 30th of the next quarter.

Two reports must be submitted to the Pension Fund:

Information about insurance experience is submitted once a year at the end of the year. The report must be submitted by March 1 of the following year.
SZV-M - the report must be submitted monthly by the 15th of the next month. The document contains information about the employer and employees. The following information must be available for employees: full name, SNILS and Taxpayer Identification Number.

Social Insurance Fund:

4 FSS - a report is provided once a quarter by the employer who pays contributions for accidents. The report is needed so that the employer can return part of the funds paid. Information must be provided by the 25th of the next quarter.

Registration of a part-time employee

The algorithm for hiring a part-time employee is practically no different from hiring a full-time employee. But there are several nuances:

1. Accept the application. In the job application, the employee indicates the desired position and salary.

2. Familiarization with local acts against signature.

3. Conclusion of an employment contract, where special attention is paid to the clauses on hours worked and the rate of pay.

4. Issuance of an order, which must indicate information that the employee has been hired part-time.

5. Entry in the work book. No information about the rate is provided.

When concluding an employment contract, you should calculate the number of hours for a part-time rate. The number of hours worked per day, week or month must be specifically stated. This information is needed in order to correctly calculate wages. At the same time, it is recommended to indicate the full-time salary in the employment contract, but it should be clarified that the employee was hired part-time and the salary is a smaller amount.

The law of the Russian Federation establishes a minimum wage. But, working part-time, the employee may receive less than this amount. Clarification in the employment contract will help to avoid problems with the labor inspectorate and explain why payment is made in less than the established minimum.

Most often, workers get a part-time job, having a main place of work. In this case, the work book remains in the main place and no entries about part-time work are entered.

Registration of a temporary worker

In the course of work, situations arise when an employee goes on maternity leave or takes out long-term sick leave. The employer is forced to hire an additional person to carry out work duties, a temporarily absent employee.

An entrepreneur can resort to several options.

Transfer responsibilities to another employee working for him.

In this case, an additional agreement is concluded and an order is issued. The documents should include information about additional job responsibilities and changes in wages. In addition to his job functions, the employee is required to perform assigned additional duties.

Transfer of an employee to a temporarily vacant position. Previous duties are completely removed from the employee and new ones are assigned. You can stay in a position due to a transfer for no more than a year. The entry will not be entered into the work book. As soon as the absent employee returns, the replacement employee moves to his position. To carry out the transfer, the employer draws up an additional agreement to the employment contract.

Conclusion of a fixed-term contract.

A new employee with whom he has entered into a contract can replace an absent employee. The contract is drawn up in the same way as an open-ended one, but it is specified that the employee was hired to replace a temporarily absent employee. If the employee’s return date is known, you can limit the work of the new employee to specific deadlines.

Any organization registered as a legal entity is required to conduct personnel work and submit reports to the social service.

As a rule, in a small organization, personnel records are kept by the chief accountant.

Young and inexperienced professionals often wonder: is it possible to hire an employee on a day off or on a holiday?

An employee is registered for work on any working day of the company. The number of working days and work schedule are determined by management.

Attention! The organization has the right to register an employee on an official day off, if this does not contradict the Charter.

But the specifics of the appointment and inclusion of the employee in the staffing table should be taken into account: regardless of when the employee received the contract in hand, the first official working day is considered the next weekday.

If going to work falls on a holiday, the employee will be considered hired upon arrival at the workplace.

How to hire an employee on a probationary period

The employer has the right to hire a person subject to a probationary period. As a rule, a standard employment contract is drawn up, which specifies the terms and conditions of payment.

Important! Information on how to hire an employee can be obtained on the main website of the Tax Inspectorate.

If, after the lapse of time, one of the parties wishes to change the terms of the contract, then an additional agreement is drawn up, which is part of the employment contract and is entered into the personal file.

According to the Legislation, regardless of the specifics of the job, the maximum probationary period when hiring is 3 months.

For positions with increased responsibility, management can assign a probationary period at its discretion, but the maximum is up to 6 months, and for contract workers hired for a period of up to 6 months, the probationary period is up to 2 weeks.

Attention! At the request of the employee, the period during which he will undergo testing may not be entered in the work book and not taken into account when calculating his length of service.

1. Minors.
2. Specialists who have graduated from an educational institution and have been assigned.
3. Pregnant employees.
4. Conscripts performing a certain amount of work, hired for a short period of time.

In order for an organization to avoid fines and penalties, it is necessary to correctly draw up personnel documents.

Hiring an employee: step-by-step instructions with a detailed description

Before hiring someone for a position with financial responsibility, you should clarify how to properly hire an employee: usually he is checked for criminal records, articles or offenses. This will help you avoid trouble and also minimize potential problems.

After passing all stages of verification, you can begin registering the employee.

Step 1: Receive a job application

A standard job application is written by hand, where all information about the employee and the position for which he is being hired is entered.

At this stage, the employee’s work record and medical card are checked if the work is related to catering or food products. Personal identification is carried out using the passport and the main pages of identity documents are photocopied.

If necessary, the employee can present the following documents and their copies:

1. Education document.
2. Driver license.
3. Certificates of completion of courses.
4. Letters of recommendation.
5. Characteristics from the place of study and work.
6. A certificate from the Ministry of Internal Affairs stating that the employee is not registered, etc.

Step 2. Familiarize the employee with internal regulations

Each employee, before beginning to perform his/her duties, must undergo orientation and sign in the log book.

Attention! Depending on the specifics of the organization’s activities, the number of regulations and their content may vary.

For simplified on-the-job training, you can use a questionnaire: data is entered manually, where a signature and date of training are affixed.

Important! Drawing up and maintaining journals for any legal entity is a must! This is explained by the opportunity to defend your rights in court in the event of an accident.

Maintaining accounting documentation is especially important for construction organizations. Thus, the legal entity is relieved of criminal liability for violations committed by the employee during working hours.

Step 3. Draw up an employment contract

An employment contract is concluded within 3 days from the date the employee begins working.

Important! If for some reason the management did not manage to conclude an employment contract within the allotted time, this is not considered a violation if the organization fulfills all obligations to the employee.

Attention! To ensure the security of his rights, the employee must have one signed copy in hand.

Step 4. Register an employment contract

Registration of the agreement is carried out only after the signature of the manager. An entry about the introduction of a new unit into the staffing table is entered in a special journal, opposite the date of drawing up the contract.

Each employment contract has an entry number that allows you to identify an employee by group: for example, for primary production workers, numbers starting with the number 1, etc. can be used.

Important! An individual who is not registered as a legal entity can hire an employee: the contract is registered with the local executive committee or village council.

Step 5. Issue a hiring order

After all aspects of the employment contract are explained, the personnel officer is obliged to draw up an order for employment. It is permitted to use a printed form version, which may differ from the legally permitted version.

Based on the employment order, the employer has the right:

1. Promote an employee.
2. Transfer him to other departments, etc.
3. Send for training, receive a certificate of completion of courses, etc.
4. Send on a business trip.

After signing and sealing the contract, the main information is transferred to the order. The employee is obliged to read and sign it.

The state form is presented in the form of Form T-1, and if a team of several people is hired (for example, to perform a certain type of construction work), then Form T-1a is filled out.

The document number is an attribute with the help of which the organization’s input and output documentation is kept track of. Therefore, a potential employee should pay attention to the correspondence of the number in the journal and in the order.

Step 6. Register the order

An order, as a separate unit of document flow, should be registered in the order journal. The unified register contains a list of all orders signed by the director or his authorized representative.

At large enterprises, there are separate types of registers for each type of order: for those dismissed, hired, for maternity leave, etc.

If desired, the director or chief accountant can keep an electronic journal of orders. This is not prohibited by law, and is quite convenient for taking inventory.

The company has the right to add or remove any of the government lines at its discretion. However, the general information must remain unchanged: passport data or details of the individual, date, position, incoming application number, etc.

Maintaining internal records should not concern the employee: all forms are filled out for the further preparation and execution of annual declarations and reporting for submission to social funds.

Step 7. Make an entry in the work book

The legislation establishes standards for recording a new employee in the work book: registration is carried out after 5 days from the date of official acceptance to the position.

However, there are cases when an employee himself does not want to receive a record in his work record. This is completely legal and is not a reason for dismissal. Another question is that this fact is not beneficial for the manager: this indicates that the employee does not want to stay at the workplace for a long time.

Rules for filling out the labor form:

1. Do not use colored pens, putty, or abbreviate or hyphenate words.
2. You are allowed to write with a pen with a blue tip, legibly and clearly.
3. It is not recommended to put a stamp on documents: the seal must contain the details of the organization and have the full name of the legal entity.
4. It is prohibited to use a template signature as a seal.

Attention! If an employee is employed for the first time, the employer is obliged to issue a work book and fill out all fields in accordance with the law.

First of all, the title page is filled out, and then information regarding education and place of residence is written down. At the request of the employee, a contact telephone number can be entered into the employment record.

Important! Before entering additional information into the work book, you should ask the employee’s permission: perhaps he does not want some features of his activity or length of service to be reflected in the document.

Standard information must be taken from the order and the employment contract.

Step 8. Make an entry in the work record book

According to the law, the work book must be kept by the employer. As a rule, for safety it is placed in a safe or in a special office equipped with video surveillance.

Attention! The employer bears full responsibility for storing all documentation and, in case of loss, is obliged to pay compensation to the employee and restore employment.

Accounting for books is carried out using a journal in which all document numbers and the full names of their owners are entered.

For registration, the form established by the Ministry of Labor of the Russian Federation is used.

Important! When filling out the journal, it should be taken into account that any entry should be made only line by line.

For large enterprises, a continuous numbering system is often used, so it is allowed to leave blank lines in the journal.

Step 9. Create a personal card for an employee

Internal employee records are maintained through a Form T-2 card. An employee’s personal card is a document that reflects all the activities of a co-worker: transfer, promotion, maternity leave, dismissal, etc.

Attention! As practice has shown, inspection bodies pay special attention to maintaining internal personnel documentation. This is explained by the desire of the state to obtain reliable statistical data regarding the labor activity of the population.

This form can be filled out manually or on a computer, however, in this case, do not forget about the safety of personal data. The computer on which HR work is carried out must be protected with an external and internal password.

It is best to fill out the card immediately after drawing up the order - it is convenient and practical, since after registration, some of the documents will immediately go to the safe.

List of details that are entered into a colleague’s personal card:

1. Education document number and name of educational institution.
2. Labor number.
3. INN and SNILS number, if available.
4. Identity documents.
5. Bank account number for payroll, and other documents, at the request of the co-employee.

Step 10. Create a personal file

A personal file for an employee is drawn up immediately upon hiring. For this purpose, a separate folder is used, into which photocopies and original documents are placed.

The cover of the folder is a “business card” of a colleague: full name, serial number, position, date of hire, etc. are indicated there.

During the work process, additional documents can be placed in the folder, such as: a certificate of completion of courses, advanced training, testing, etc.

The following list of papers must be included in your personal file:

1. Autobiography written by the employee in free form by hand.
2. Photos.
3. Signed job description.
4. Characteristics, letters of recommendation.
5. Application for leave, etc.

Important! The personnel officer is obliged to conduct an inventory and record in the list all received documents. The list is attached to a folder and serves as an official document for audits. Removal of any document from a personal file is possible only with the permission of the head of the personnel department or director.

Which documents can be requested when applying for a job and which ones cannot?

The director, chief accountant, chief engineer and personnel officer have the right to request documents for employment.

Mandatory documents

There is a certain list of documents that must be provided:

1. Identification document: passport, residence permit, etc.

If a minor child wants to get a job, he must provide permission from his parents, certified by a notary, as well as a birth certificate. If desired, the employer can request a reference from a school or college. When replacing a passport with another, a citizen has the right to show a certificate received at the passport office.

1. Medical book. The condition is mandatory for all types of work related to food. The shelf life of the medical book is 1 year, so the employee is required to undergo constant examination. In some cases, the organization pays for the health record.
2. Work record book or employment contracts. In case of part-time work, you must provide a certificate from another place of work.
3. SNILS. It is a card with an insurance account number. It is completed by the employee independently or at the discretion of the employer.
4. Military ID (conscript). Provided to those liable for military service, both up to 27 years of age and after.
5. If available, educational documents must be presented: diploma, certificate, diploma, etc.
6. Some vacancies require a certificate of no criminal record or open criminal cases.

Additional documents

Based on the law, the employer has the right to request additional documents that are in the list of regulations.

List of additional references:

1. About having experience working in places with hazardous working conditions.
2. From a drug treatment center that a colleague is not registered.
3. From the tax service: this includes the declaration of income, as well as the employee’s property.
4. About the absence of pregnancy.
5. About family composition and total income.
6. Copies of documents confirming the minority of children.
7. About income from other places of work (issued on form 182-N).

Documents that the employer does not have the right to require

There is a list of documents that an employee may not provide:

1. Registration. According to the law, any person has the right to register not only at the place of residence, but also at the place of temporary stay.
2. TIN. Most often, controversial situations arise when an employee is religious and does not agree to register numbered registers for himself.