Orders on personnel are among the key sources of workflow in modern enterprises. What is the specifics of their compilation? What can these documents look like?
What are the orders for personnel?
The legislation of Russia, regulating personnel records management, assumes regular application of various local legal acts at enterprises. Among those are orders. It is customary to classify them into 2 main varieties. Namely:
- on orders related to the main activity;
- orders issued to manage the personnel of the enterprise.
In this case, we are talking about a legal act of the second type.
The order on personnel is a type of administrative documentation of the enterprise. These sources are published by the company for legal purposes:
- staffing;
- moving employees from one position to another;
- orders addressed to specific employees or the team as a whole;
- layoffs of employees.
These tasks suggest that the company will issue the appropriate types of orders for personnel. What can they be?
For example, there are orders:
- on the appointment of employees, on their dismissal;
- on rewarding, promotion of employees;
- about moving an employee to another position.
The introduction and adjustment of information recorded in workbooks and other personnel documents, in many cases, is carried out on the basis of the orders in question.
Forms of orders for core activities
Unified orders on personnel are actively used at Russian enterprises on the basis of forms approved by various sources of law. The main one is Goskomstat Resolution No. 1, which was published by the department on January 5, 2004. The following main types of orders for personnel are distinguished, which are determined by the relevant Resolution:
- on the admission of an employee (he is compiled on the basis of a unified form T-1 or T-1a, the first - personal, the second - consolidated);
- on the transfer of an employee (forms T-5, T-5a);
- on the employee's release on vacation (documents T-6, T6a);
- on termination of the contract (form T-8, T-8a);
- on the secondment of a specialist (documents T-9, T-9a);
- on employee incentives (forms T-11, T11-a).
It is worth noting that in the workflow of enterprises can also use their own forms of orders, if this is not prohibited by law. It is also possible if one or another model of the order on personnel in the form of a unified form is not approved by law.
If the company draws up this or that document independently, it is recommended to apply the provisions of the special state standard, GOST R 6.30-2003. What might a uniform staff order look like? An example of such a document is in the picture below.
In this case, the sample order for admission to work in a unified form No. T-1 is considered.
Unified orders are most often used in budgetary organizations, as well as in state enterprises. In many cases, this is due to the presence of approved departmental samples of sources.
In turn, private firms quite often use their own order forms. But, as a rule, only in those cases when a unified document is not approved for solving the tasks of the personnel service. If these are in circulation, then usually enterprises do not waste time creating new forms, which, in essence, will duplicate unified ones. Which are also characterized by a fairly high degree of convenience, in terms of structure.
What can look like examples of personnel orders developed by the company on their own? An example of one of them is in the following picture.
In this case, a sample order is approved to approve the vacation schedule. It is usually presented in a rather simple structure.
Note that usually there is no particular reason for enterprises to replace standardized forms with internal corporate samples - unless the company has organized particularly complex production formats that require the establishment of separate accounting mechanisms. Or, if their structure is quite simple - as is the case with the vacation schedule.
It can be noted that there are quite a few criteria for classifying the orders in question. Among them is the structure of the document. Consider its features in more detail.
Order structure: simple and complex documents
So, the most important classification criterion for the considered orders is structure. In accordance with it, documents are divided into 2 main types - simple and complex.
Type 1 orders are characterized by the presence of 1 administrative block (with the words “accept”, “dismiss”, “transfer”, etc.). If, for example, it is an order to appoint 1 specialist, then he will be considered as an individual, if there are several employees in his jurisdiction, then he will be called a consolidated document.
If the source has several command blocks, then it will be considered complex. They are quite common, but their application is considered a very time-consuming process even when using modern technical solutions, since in this case it may be necessary to compare large volumes of data that are located in different sections, in essence.
Now we turn to the study of various elements of the structure of the document, which may contain orders in the organization.
Elements of the structure of orders for personnel
The main element of the order is the section. It consists of items. They should be included in the order on the basis of a specific document. In this case, you need to give a link to it. If, for example, an order is made to appoint a person to a position, the relevant items may be included in the document on the basis of:
- personal statement of the employee;
- employment contract;
- notes by the manager who interviewed the employee or decided on his appointment on a different basis;
- corporate act;
- memo.
It is recommended to enter the word “foundation” in the order, after - indicate a link to a particular document. The source in question should reflect the fact that the person appointed to this or that position is familiar with the provisions of the order. In this case, it is necessary to include the phrase “I have read the order” in the document, after which the employee who has studied the relevant source puts his signature and indicates the date.
In the orders - in particular, if HR administration is carried out, again, in order to reflect the fact of the appointment of an employee to the post, it is necessary to provide legally relevant formulations. For example, related to the term of the contract with the employee, the amount of his salary, the schedule of his work.
Thus, the typical structure of the order in terms of personnel suggests the presence in it of blocks reflecting:
- administrative action of the company management;
- F. I. O. and other information about the employee;
- date of entry into force of a paragraph of the document;
- other important wording of the order.
The documents under consideration can be supplemented by various applications. They can be represented in a wide range. So, in the appendices to the orders on personnel, lists of positions of employees located in the jurisdiction of the relevant document may be reflected. In the appendix to the order, data can be recorded that are problematic to directly reflect in the text of the document - for example, it can be graphs, pictures, diagrams necessary to explain the text content of the document.
Drawing up orders: what to look for?
What should you pay special attention to when preparing the documents in question?
First of all, as experts say, drafting orders on personnel should not be carried out using abbreviations. The language should be included in the document without abbreviations.
The next most important criterion for the correct execution of the relevant documents is the lack of information about sources with different storage periods. For example, orders related to vacations and business trips for personnel are stored for 3 years in accordance with applicable standards. Documents reflecting information about the employment of employees should be kept in the archive of the company for 75 years.
Thus, in each order should be reflected data on sources with the same shelf life.
It will be useful to consider the main stages of the publication of the documents in question.
Stages of issuing orders on personnel
First of all, it is worth noting that, depending on the specific standards by which personnel management is carried out in the company, orders on personnel may be drawn up on different principles. But in the general case, their publication involves the solution by the responsible specialists of the company of such tasks as:
- initiating a decision on the need to develop an appropriate document;
- collection of data necessary for issuing an order;
- preparation of a specific draft order, its approval, revision if necessary;
- entering the necessary information into the document and signing it by competent persons;
- familiarization with the order of those persons whose positions are in the jurisdiction of the relevant legal act.
Preparation of a decision to issue an order
The solution to the first problem can be carried out using the information contained in official memos, internal corporate certificates, acts. Internal orders, as a rule, are based on local legal acts, and their list can be very wide. Draft documents in question are usually prepared with the participation of responsible personnel officers of the enterprise. Moreover, their work can be carried out on the basis of ideas that are signed by the heads of various structural divisions of the company.
As a basis for the relevant documents, examples of personnel orders that are traditionally used by the company can be used. The main thing in solving this problem is to carefully study the factors that determine the publication of a document, the grounds for developing an order. It is important that the language that is included in the relevant document is in accordance with the law.
Collection of data for placing an order
The next task of the responsible specialists of the company, composing one or another sample order on the personnel - to collect the necessary information in order to publish the document. It can be represented by:
- in official legal acts;
- in the internal documentation of the company;
- in sources published by higher structures, departments to which the business entity is accountable;
- in archival documents;
- in the media, scientific publications.
Development of a draft order
After the information is collected, competent specialists directly develop a draft order on personnel. The solution to this problem involves, first of all, the correct execution of the document. It is desirable to indicate in it that a project is being developed, a sample order for personnel, and not an official local legal act. That is, write the word “project” on the document. However, the text in the source should be given as close as possible to what should be present in the official order. It is possible that the competent manager will preliminarily approve the text of the document in its original form.
If the order - in form, as well as in content, is agreed - immediately or with adjustments, then it can be sent for signing. What is the given procedure?
Signing an order and passing it on to staff
In principle, there is nothing complicated in it - the main thing is that the person who certifies the document has the authority to do so. As a rule, the head of the company signs orders on personnel. A fully prepared form is transmitted to him - unified or internal, with information that has been entered into it by responsible specialists. Signing a document involves specifying the position of the person managing the company, his F. I. O., as well as affixing his signature.
In accordance with the rules that are established within the company, cancellation of the document is carried out, if necessary.
After certification by the head, the document is transferred to the employee, who must familiarize himself with it. The fact that a person has studied the document can be confirmed by his signature on the order or in the registration form supplementing it.
Let us now examine how the conduct of orders by personnel is carried out. The main task that the responsible employees of the company solve at the same time is the registration of the documents in question.
Registration of orders: nuances
The procedure in question involves the entry of information about the order in special internal corporate registers. It is believed that one or another approved model of an order on personnel acquires legal force only upon the fact of registration of the corresponding source in the company. If this procedure is not carried out with respect to the document, then the legal consequences for the employees and management of the company do not occur.
The registration of orders on personnel, as we noted above, is an essential aspect of maintaining these documents. The corresponding procedure involves solving 3 problems:
- accounting documents;
- control over the execution of orders;
- providing quick access to documents.
All sources classified as administrative, reporting, financial should register in the company. Information on documents that come from third-party business entities must also be entered into corporate registers. Orders on personnel, like any other source, receive an individual number during registration, as well as indices necessary from the point of view of the optimal classification of the corresponding sources.
All documents that are subject to execution should be registered in personnel records, and also used to record and inform interested employees about certain economic facts. Orders on personnel, of course, relate to such sources.
The procedure for registering a document is carried out 1 time - immediately upon their publication by the management (as is the case with the orders in question) or upon receipt by an external entity. If the source moves from one structural unit of the company to another, then it is not necessary to re-register it.
There are 3 main methods for registering sources used in the organization’s workflow.
Firstly, this is a journal registration, which presupposes a detailed reflection in special registers of information about the structure and for what purposes a particular order on personnel was issued, an example of an application to it.
Secondly, there is a card format for registering information about sources that are used as part of internal corporate document management. It is the design of control cards for sources, as well as their integration into specialized file cabinets.
Thirdly, there is an automated registration of documents. It involves entering information about the orders in question and other sources into internal corporate registers automatically - using special software and the necessary infrastructure (for example, printers, scanners, network interfaces).
There is a normative act in accordance with which normative documents must be registered - Order of the Ministry of Culture of the Russian Federation No. 536, which was adopted on November 8, 2005. This source of law involves reflection in the registers:
- the name of the company that issued this or that document - in this case, an order for personnel;
- source name;
- the date of publication of the document, its registration number;
- title and summary of the document;
- resolution language;
- deadline for the source;
- information about the execution of the order.
Entering the registers of the organization with information about certain orders may also be carried out using other criteria for their classification. For example, the personnel service can subdivide the relevant sources into those that are specifically related to employees' vacations, business trips, and the issuance of incentives to them. Usually, the greater the number of orders that form a company’s workflow, the more optimal it will be to classify them into separate databases within the registry.
Order storage
Another important aspect of conducting orders in the company is their storage. We noted above that orders on personnel are stored depending on the specific purpose of the document within a certain time frame. , , .
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