Sample order on personnel. HR management: orders

Orders for personnel are among key sources of workflow in modern enterprises. What is the specificity of their compilation? How can these documents look like?

What are the orders for the personnel?

Legislation of Russia, regulating personnel records management, presupposes regular application of various local legal acts at enterprises. Among these are orders. It is customary to classify them into 2 main varieties. Namely:

• On orders related to the main activity;
• On orders issued for the purpose of managing the personnel of the enterprise.

In this case we are talking about a legal act of the second type.

Order on staff - a kind of administrative documentation of the enterprise. These sources are published by the company for legal registration:

• Staffing;
• Moving staff from one job to another;
• Orders to specific employees or the collective as a whole;
• Dismissal of employees.

These tasks assume that the firm will issue appropriate types of orders for personnel. How can they be?

For example, there are orders:

• On the appointment of employees, on their release from office;
• On awarding, encouraging employees;
• On moving an employee to another position.

The introduction and correction 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 main activities

At Russian enterprises, unified orders for personnel are actively used - based on the forms approved in various sources of law. The main one is the Decree of the State Statistics Committee No. 1, which was issued by the department on January 5, 2004. The following basic types of orders for personnel are distinguished, as determined by the relevant Resolution:

• On the admission of an employee (it is drawn up on the basis of a unified form of T-1 or T-1a, the first is a personal one, the second is a consolidated one);
• On the transfer of an employee (forms T-5, T-5a);
• On the release of the employee on leave (documents T-6, T6a);
• On the termination of the contract (forms T-8, T-8a);
• On the trip of a specialist (documents T-9, T-9a);
• On the encouragement of the employee (forms T-11, T11-a).

It should be noted that the document circulation of enterprises can also use their own forms of orders, if this is not prohibited by law. This is also possible in the event that one or another sample of the order on personnel in the form of a unified form is not approved by law.

If the firm makes a particular document independently - it is recommended to apply the provisions of a special state standard, GOST R 6.30-2003. How can a uniform order for personnel look like? An example of such a document is in the picture below.

In this case, a sample of the order for hiring under the uniform form No. T-1 is considered.

Uniform forms of orders are most often used in budget organizations, as well as in state enterprises. In many cases, this is due to the availability of approved departmental source samples.

In turn, in private firms often use their own forms of orders. But, as a rule, only in those cases when a unified document has not been approved to solve the tasks of the personnel service. If those are in circulation, then usually enterprises do not spend time creating new forms that, in fact, will duplicate unified ones. Which, moreover, are characterized by a rather high degree of convenience, in terms of structure.

How can the samples of personnel orders developed by the company look like? An example of one of them is in the following picture.

In this case, a sample order is approved to approve the schedule of holidays. It is usually represented in a fairly simple structure.

It should be noted that usually enterprises do not have special reasons to replace unified forms with intracorporate samples - unless the company organizes particularly complex production formats that require the establishment of separate accounting mechanisms. Or, if their structure is simple enough - as in the case with the schedule of holidays.

It can be noted that there are quite a few criteria for classifying the orders in question. Among these are the structure of the document. Let's consider its features in more detail.

Structure of orders: simple and complex documents

So, the most important criterion for classifying the orders under consideration is the structure. In accordance with it, the documents are divided into two basic types - simple and complex.

Orders of type 1 are characterized by the presence of one administrative block (with the words "to accept", "to dismiss," "to translate," etc.). If this, for example, is an order for the appointment of one specialist, then it will be considered as an individual, if in its jurisdiction there are several employees, it will be called a summary document.

If there are several administrative blocks in the source, then it will be considered difficult. They are quite common, but their use is considered a very laborious process even with the use of modern technical solutions, since in this case it may be necessary to compare large amounts of data that are located in different sections, in essence.

Now let's move on to studying the various elements of the document structure that can 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 must be included in the order on the basis of a specific document. In this case, you need to bring a link to it. If, for example, an order is made for appointing 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;
• A note from the head who interviewed the employee or decided to appoint him on another basis;
• Intracorporate act;
• Memo.

It is recommended to enter the word "foundation" in the order, then - to indicate a reference to a particular document. The considered source should reflect the fact that a person appointed to a particular position is acquainted with the provisions of the order. In this case, it is necessary to include in the document the phrase "with the order acquainted", after which the employee who studied the relevant source puts his signature and indicates the date.

In the orders - in particular, if the personnel record keeping is carried out, again, in order to reflect the fact of appointment of the employee to the post, it is necessary to give legally significant wording. 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 on the personnel assumes the presence in it of blocks reflecting:

• Administrative action of the company's management;
• FIO and other information about the employee;
• The 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 the widest range. Thus, in the annexes to orders on personnel, lists of positions of employees who are in the jurisdiction of the relevant document may be reflected. In the appendix to the order data that can be problematically reflected directly in the text of the document can be fixed - for example, it can be graphs, pictures, diagrams, necessary for clarifying the text content of the document.

Drafting orders: what to look for?

What should I pay special attention to when processing the documents in question?

First of all, as experts note, drafting orders for personnel should not be carried out using abbreviations. The wording should be included in the document without abbreviations.

The next most important criterion for the proper registration of the relevant documents is the lack of information about sources with different storage times. For example, orders related to vacations and business trips for personnel are kept in accordance with the current standards for 3 years. Documents that reflect information about the employment of employees should be kept in the archives of the firm for 75 years.

Thus, in each order data on sources with the same shelf life should be reflected.

It will be useful to consider the main stages of publishing the documents in question.

Stages of issuing orders on personnel

First of all, it is worth noting that, depending on the specific standards for which the firm carries out personnel records, orders for personnel can be drawn up according to different principles. But in the general case, their publication involves the decision by responsible specialists of the company 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 harmonization, finalization, if necessary;
• Entering necessary information into the document and signing it by competent persons;
• Acquaintance 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 of the first task can be carried out using information that is contained in service notes, intracorporate information, acts. Internal orders, as a rule, are based on local legal acts, and their list can be very broad. The drafts of the documents in question are usually drawn up with the participation of the responsible employees of the personnel services of the enterprise. At the same time, their work can be conducted on the basis of submissions that are signed by the heads of various structural divisions of the firm.

Samples of personnel orders that are traditionally used by the company can be used as a basis for the relevant documents. The main thing in solving this problem is to carefully study the factors that predetermine the publication of the document, the grounds for developing the order. It is important that the wording that is included in the relevant document conforms to the norms of the law.

Collection of data for execution of an order

The next task of the responsible specialists of the firm, which constitute one or another sample of the order on the personnel - is to collect the necessary information for the purpose of issuing the document. It can be represented by:

• In official legal acts;
• In the internal documentation of the firm;
• In the sources published by higher structures, departments, to which the managing subject is accountable;
• In archival documents;
• In the media, scientific publications.

Development of draft order

After the information is collected, the competent specialists develop directly the draft order for the personnel. The solution of this task assumes, first of all, the correct execution of the document. It is desirable to indicate in it that the project is being developed, a sample of the order on 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 head will preliminarily approve the text of the document in its original form.

If the order - in form, as well as in content, is coordinated - immediately or with adjustments, then it can be sent for signing. What is the procedure?

Signing the order and transferring it to employees

In principle, there is nothing complicated in it - the main thing is that the person who certifies the document should have that authority. As a rule, the head of the firm signs the orders for the personnel. A fully prepared form is sent to it - a unified or intracorporate form, with information that is brought in by responsible specialists. The signing of the document implies the indication of the position of the person managing the company, its name, and also the signature.

In accordance with the rules that are established within the firm, the document is canceled if necessary.

After certification by the head the document is transferred to the employee who should familiarize with it. The fact that a person has studied the document can be confirmed by his signature on the order or supplementing his registration form.

We will now study how the orders on personnel are maintained. The main task solved by the responsible employees of the company is registration of the documents in question.

Registration of orders: nuances

The procedure in question involves the introduction of information about the order in special intracorporate registers. It is believed that an approved sample of the order on personnel becomes valid only after the registration of the relevant source in the company. If this procedure is not implemented with respect to the document, then legal consequences for the employees and the management of the firm do not occur.

Registration of orders for personnel, as we noted above, is an important aspect of maintaining these documents. The corresponding procedure involves solving 3 tasks:

• Accounting of documents;
• Control over the execution of orders;
• Ensuring prompt access to documents.

To register in the firm should all sources classified as administrative, reporting, financial. There should be information on internal corporate registers and on documents that come from third-party economic entities. Orders for personnel, like any other source, at registration receive an individual number, as well as the indices required from the point of view of the optimal classification of the relevant sources.

Register in the personnel records must all documents that are subject to execution, as well as used to record and inform interested employees about certain economic facts. Orders for personnel, of course, refer to such sources.

The procedure for registering the document is carried out 1 time - directly when they are issued by management (as in the case of the orders in question) or when received from the external entity. In the event that the source moves from one structural division of the firm to another, then it is not necessary to register it again.

There are 3 main methods for registering sources used in the organization's workflow.

Firstly, it is a journal registration, which presupposes a detailed reflection in the special registers of information about in which structure and for what purposes an order on personnel has been issued, an example of an annex to it.

Secondly, there is a card format for registering information about sources that are used within the framework of intra-corporate document circulation. It is the design of control cards for sources, as well as their integration into specialized filing cabinets.

Thirdly, there is an automated registration of documents. It involves entering information about the orders in question and other sources into intracorporate registers automatically - using special software and the necessary infrastructure (for example, printers, scanners, network interfaces).

There is a normative act, according to which normative documents should 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 implies reflection in the registers:

• The name of the firm that issued this or that document - in this case, the order on the personnel;
• The source name;
• The date of issue of the document, its registration number;
• Title and summary of the document;
• Wording;
• The term of the source;
• Information on the execution of the order.

Entry into the registries of the organization of information on certain orders can be carried out with the application of other criteria for their classification. For example, the HR department can subdivide the relevant sources into those related specifically to employee leave, business trips, incentives. Usually the more orders form the firm's workflow, the more optimal it will be to classify them into separate bases within the registry.

Keeping orders

Another important aspect of keeping orders in the firm is their storage. Above we noted that orders for personnel are stored depending on the specific purpose of the document within a certain time frame. Therefore, documents classified according to the relevant feature should be placed in different places.

Any order on personnel (the form for it) must be kept separately from those sources that are relevant to the main activity of the enterprise. Documents registered and filed for storage must be presented in the form of originals.

Orders for personnel are usually combined into cases that are systematized sets of various documents. It is necessary for the responsible specialist of the personnel service to file files, to correctly number the sheets placed in it, to supplement with the necessary descriptions, to make out covers for the corresponding sets of documents.