Maintaining personnel records in dow program 1c. Personnel accounting and its proper maintenance at the enterprise
1C:Enterprise 8. Salary and personnel management v.3.1. Level 1
This course complies with requirements professional standard"Accountant" (approved by order of the Ministry of Labor and Social Protection of the Russian Federation of February 21, 2019 No. 103n).
Any company, regardless of the type of activity, is required to maintain personnel records. If you want to systematize and organize automated qualified personnel records, with the possibility of drawing up regulated personnel documents, generating reports based on employee data, take the course “1C: Enterprise 8. Salary and personnel management ed. 3.1. Level 1. Personnel accounting.
Course objective: learn how to keep automated personnel records using standard program documents in new edition 1C Salary and personnel management with the latest changes. The course is built on solving a cross-cutting problem, including all kinds of aspects of personnel records management at an enterprise, from hiring to reporting.
In the process of learning for practical examples considers the maintenance of personnel records in the program, starting with the settings personnel policy organizing, scheduling and staffing and ending with the settings of your own report options. Great attention is paid to the competent formation of orders for personnel (hiring, dismissal, transfers, vacations, etc.). The course also discusses the possibilities of the program related to the change in the requirements for accounting for work books (registration of employee applications for employment). Reminder to go into action Federal Laws dated December 16, 2019 N 436-FZ and N 439-FZ, which introduce the mandatory formation of information about labor activity in in electronic format("electronic" employment history), which will gradually replace the classic work book. Changes take effect from January 1, 2020 and affect both employers and employees.
The course is based on a cross-cutting example. The situation of starting accounting from scratch is considered, that is, starting from filling in the initial information about the organization and compiling the staffing table and ending with the formation of reports on employees and military registration. During the course, typical situations of personnel records are considered (drawing up and changing the staffing table, orders for hiring, dismissal and personnel transfer, sick leave, vacation schedule, vacation orders and transfers of vacations, business trips, etc.).
The course is designed for specialists who maintain personnel records of the organization, technical specialists who implement and maintain software products of the 1C: Enterprise 8 system. The course will also be useful for heads of organizations who want to maintain automated document management for the purposes of personnel records. The course will be of interest to users who want to learn about the differences in the new edition of this software product.
For documentation All personnel operations in the organization require certain knowledge and skills.
Office work at the enterprise is regulated by an instruction independently developed and approved by the director. It is an internal regulatory act and is mandatory for all employees of an economic entity. It is developed and supervised by the Human Resources Department.
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Legislation requires the preparation of many documents that fix all parties labor relations employee with employer.
Experienced and novice personnel officers should improve their skills. To help them, Internet sites have been created, which present theoretical courses in personnel records management.
Personnel papers reflect the activities of the staff, confirm the length of service of employees, which plays a paramount role in calculating pensions. The management is responsible for the documentary fund of the enterprise.
The main details in control on paper
A competent organization of personnel records requires knowledge of the regulatory framework, tracking its changes, and orientation in the forms of documents used.
For what purpose is
The procedure for maintaining personnel records is regulated by law. On the large enterprises with a large staff, as a rule, a personnel service is formed. Its employees draw up relevant documents in accordance with the requirements of the regulatory framework of the Russian Federation.
Papers can have a unified form or be developed at the enterprise and approved in local acts.
Personnel records management is an activity aimed at the development and maintenance of documents related to the accounting of personnel, working hours, payroll calculations.
Personnel issues include the following items:
- registration of employment;
- internal movement of workers;
- dismissal;
- regulation of relations between the manager and employees;
- organization of the labor process;
- others.
Proper organization of personnel records contributes to the solution of a number of problems.
Its main goals are presented in the table:
| Direction of personnel work | Tasks in progress |
| Accounting and control | recruitment, accounting, dismissal of staff. |
| Planning and regulatory | selection, transfer, adaptation of workers. |
| Reporting and analytical |
|
| Coordination and information |
|
| Organizational and methodological |
|
| Documentary |
|
In Moscow and other large regions of the Russian Federation, organizations with separate divisions can keep personnel records online. For this, appropriate programs have been developed that allow the exchange of documents in electronic form.
The legislative framework
The legislative framework for personnel records management is contained in the Labor Code of the Russian Federation.
This activity is regulated by a number of legal acts:
- Instructions for filling out and applying primary documents for accounting and remuneration (Goskomstat Resolution No. 1 dated 05.01.04);
- unified documents and requirements for their preparation (Gosstandart resolution No. 65-st of 03.03.03);
- Standard instruction on office work for federal executive authorities (Order of the Ministry of Culture of the Russian Federation No. 536 dated 08.11.05);
- Rules for the work of archives (decision of the Collegium of the Federal Archives of 06.02.02);
- Rules of office work for federal executive authorities (Decree of the Government of the Russian Federation No. 477 of 15.06.09);
- Law on information, its protection and information technology No. 149-FZ dated July 27, 2006;
- Law on Consideration of Applications of Russian Citizens No. 59-FZ dated 02.05.06;
- Law on the state language of the Russian Federation No. 53-FZ dated 01.06.05;
- Law on archiving No. 125-FZ of 22..10.04;
- Law on Trade Secrets No. 98-FZ dated July 29, 2004;
- Order on work books No. 117n dated 12/22/03;
- Decree on the adoption of instructions for filling out labor No. 69 dated 10.10.03;
- Resolution on work books No. 225 dated April 16, 2003;
- Instructions of the General Staff of the Armed Forces of the Russian Federation.
Required Documents
The Labor Code of the Russian Federation obliges organizations to have their own legislative framework, which includes a number of mandatory local normative documents.
These include:
| Charter | The main founding document. It spelled out legal form enterprises, founders, field of activity, procedure for hiring and dismissal of the head, his powers. Many domestic regulations companies are formed on the basis of the provisions of the Articles of Association. |
| Labor regulations (hereinafter - the Rules) |
|
| Instructions on the protection of personal data |
|
| Regulation on labor protection | It is located in the personnel department. Each employee is familiarized with the document. In enterprises with more than 50 employees, there must be a position of a labor protection specialist. |
| shift schedule | It is used in companies with a shift work schedule. The document is urgent and is valid for a certain period at the discretion of the employer. |
| Papers on labor rationing | They reflect the necessary time costs for the manufacture of products (performance of work) by one employee or group and the establishment of labor standards on their basis. |
Regulations
After accepting the head, the number of positions required for normal operation organizations. Taking into account the figures obtained, the production cycle and other features of the enterprise's activities, it is being prepared.
A form is usually used to draw up a document. unified form. You can download a sample for free from the Internet. The employer has the right to adjust the schedule at its discretion.
In the document, the positions are listed in hierarchical order: starting with the director and ending with the support staff. For each of them, the number of units by state, salary and allowances are indicated.
At the next stage, the work schedule is formed. It represents work schedules for all employees. If there are shifts, detailed shift schedules are created. The document briefly describes the requirements for the appearance of employees, behavior, daily routine, etc.
Next, a form of employment contract is developed. In this case, the main norms of the Labor Code of the Russian Federation and the internal regulatory documents of the company should be taken into account. An employment agreement is usually drawn up by the organization's lawyer or outside contractor.
The document must include the following items:
- information about the legal entity: name, address, telephone number, full name and position of the head;
- employee passport data;
- position of the employee, types of contract (permanent or fixed-term) and workplace (main or additional);
- a list of the main duties with reference to the instructions for this position;
- information on remuneration, additional payments, benefits, vacations;
- work schedule, payment for processing;
- reasons for termination of the contract and other conditions;
- signatures and details of the parties, company seal.
To check and optimize the work of personnel officers, management can conduct an internal or independent audit. This helps to reduce the risk of administrative penalties, disputes and complaints from staff.
Stages of organizing HR records management from scratch
For the formation of personnel records, it is convenient to use the following step-by-step instructions:
| Preparing the necessary | For organization personnel service first you need to purchase furniture, office equipment, stationery, etc. You will definitely need a personnel program, for example, "1C: ZUP" and a reference legal system. Thanks to this, the employees of the department will keep track of the latest changes in legislation and will have access to necessary documents. A safe is needed to store labor and important papers. |
| Registration of the head | The director is the executive officer of any company. He signs the paperwork. To give him all the powers, he is hired under an employment agreement. An appropriate order is issued, by which he appoints himself. |
| Appointment of a person responsible for personnel work | In a small company, these functions may be performed by the head. If a separate employee is engaged in office work, they draw up a labor contract. On its basis, an order is prepared. If the duties are assigned to one of the previously hired employees, they draw up supplementary agreement and order. |
| Drawing up internal acts | They are signed by the director and stored in a special folder along with orders. Local documents include the papers listed above (section "Regulatory acts"). |
| Documenting the reception of staff | For each employee, a folder should be created for filing all papers related to his data and labor activity(employment agreement, order of admission, personal card). |
| Filling out work books | Records of admission, transfers, incentives, etc. are entered into these documents of employees. The employer is obliged to start a new book for an employee who has never worked before. Labor and a journal of their registration are in the stationery departments. These papers must be kept in a safe. |
This instruction is also suitable for dummies who do not have experience in this matter.
How is accounting
To keep records, you need to properly organize the document flow.
To do this, do the following:
- develop an internal regulatory framework;
- prepare a staffing table for each state unit;
- make a regular arrangement;
- prepare labor agreements;
- develop forms for personnel;
- issue T-2 cards;
- approve application forms for employees;
- prepare internal orders.
All personnel actions must be confirmed. Their list is fixed in the regulations.
Additional points
Personnel accounting from scratch begins with the reception of personnel. It is important to properly apply for job applicants, prepare the necessary documentation.
Staffing and holidays
One of the mandatory standard documents that must exist at the enterprise is the staffing table (form T-3).
- list structural divisions and positions;
- the number of staff units for each position;
- salaries, bonuses for positions;
- organization payroll.
Subdivisions are indicated in the document in order of their importance for the work of the organization. Within them, the positions of employees should also be given in order of importance. Job titles in labor agreements and staff lists must match.
The staffing is a form of a schedule with the full names of employees entered in accordance with their positions.
The vacation schedule (f. T-7) reflects information about the time of granting annual holidays to all employees. Compiled for a year. It is approved by the director in agreement with the trade union body. The document must be issued at least 2 weeks before the new year. The data entered into it is binding on both employees and employers. The exception is beneficiaries.
The schedule includes the following details:
- department name;
- Job title;
- Full name and personnel number of the worker;
- number of vacation days;
- dates of departure on vacation according to plan and fact;
- grounds for postponement of vacation, estimated date.
2 weeks before the vacation, the employee is informed about this. An order is issued, with which the employee is familiarized against signature. In November, you can prepare an order for all heads of departments, obliging them to submit vacation schedules to the accounting department by December 1. This will facilitate the preparation of the overall schedule.
Registration of employees
The full-fledged work of the organization begins with the recruitment of employees. Filling vacancies is accompanied by paperwork.
Responsibilities of the HR Officer when hiring employees are as follows:
- registration in a special journal of an application from the applicant;
- newbie introduction to current instructions and local acts;
- execution of an employment agreement and control of its signing by the parties;
- issuing a copy of the contract to the employee and putting a note about it on the letterhead of the organization;
- execution and registration of the order in the ledger;
- filling out a personal card, filing documents in the case (statements, copies of personal papers, orders, contracts);
- transfer of documents to the payer for payroll to the employee.
When building a personnel records management system, it should initially be decided which documents must be drawn up, and which ones are needed for a specific area of activity.
Required papers include:
- orders for personnel (for reception, transfer, etc.);
- personnel orders (for holidays, bonuses, business trips, etc.);
- T-2 cards;
- labor;
- agreements;
Other required papers include the following:
- staffing;
- position on OT;
- travel log;
- inner order rules;
- others.
Job descriptions and the Collective Agreement are not required, but almost every employer has these documents.
After establishing a list of mandatory documentation, you should study the statutory papers. On their basis, other documents need to be developed. Their list depends on the nature of the activities of the legal entity and the characteristics of working conditions. For example, if it is necessary to provide employees with uniforms and PPE, it is necessary to prepare an order on the procedure and terms for issuing them, which employees need them.
Compensation and benefits for work in special conditions must be documented: in hazardous industries, irregular, night work, etc. Further, they draw up the Regulations on personnel office work. It reflects the list of papers necessary for the work of the organization, the procedure for their execution and storage.
The legislation does not oblige to develop such a Regulation, however, it will greatly facilitate the work of personnel officers. A director is first hired to work in a new organization, then he recruits the rest of the staff.
The composition and number of required posts reflects the staffing table. The rules of procedure reflect all work schedules, requirements for employees, etc. A standard labor agreement is developed on the basis of the norms of the Labor Code of the Russian Federation.
Before using accounting journals, they should be prepared: numbered sheets, stitched, sealed. On the last page firmware stick a piece of paper. The number of pages is indicated on it, the director or responsible executor signs, and a seal is put. On the first page of the journal write the name of the organization and the start date of its maintenance.
One of the most important documents of personnel records is a work book. For their conduct, an order is appointed responsible person, which fills them and is responsible for their safety.
Frequently asked Questions
The organization of personnel records has certain subtleties and nuances:
| Recovery order | The procedure is not reflected in the legislation. It usually consists of the following steps:
|
| Features of individual entrepreneurs with employees | The entrepreneur hires staff according to the standard scenario. The contract is concluded in several stages:
|
| Small business management |
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| Simplification of accounting in micro-enterprises | All working conditions are fixed in an agreement with the employee. In 2020, the heads of these companies and individual entrepreneurs have the right to refuse to draw up local regulations. Within 4 months from the date of loss of the status of a micro-enterprise, the management is obliged to issue a "traditional" personnel documentation. |
Personnel information in information base"1C: Accounting 8" are divided by meaning.
To store information of a general nature about an employee that is not related to the performance of specific official duties(passport data, etc.) a guide is intended "Individuals"(menu "Personnel" › "Individuals"). To store information related to the performance of official duties (organization, division, position, personnel number), a register of information is used "Employees of organizations"(menu "Salary" › "Employees of organizations"). Information about the conditions of remuneration is stored in the information register "Planned accruals of employees of the organization"(menu "Salary" › "Planned accruals of employees of organizations"). Such separate storage of information does not cause inconvenience to the user, but simplifies his work in a situation where one employee is registered in several organizations of the infobase: general information about such an employee will need to be entered only once to place it in the directory "Individuals".
To enter information about a new employee into the infobase, the user does not need to go through the menu commands mentioned above: they are intended primarily for later viewing of information.
In "1C: Accounting 8" information about personnel is entered using documents. The initial input of information is carried out by the document "Recruitment"(menu "Personnel" › "Employment in the organization").
From this document, the above-mentioned registers and directories are filled out "Employees of organizations" and "Individuals"(if the employee is entered into the information base for the first time). Employment in the organization is carried out in compliance with the restrictions arising from labor law RF: one and the same individual can be registered as an employee of several organizations, but his main place of work can only be in one of them; in other organizations, the employee must be registered as external part-time worker. An employee can be hired by the organization for the second time, but already as an internal part-time job.
In this case, internal combination must be previously allowed by the appropriate setting. accounting policy organization accessible through the menu "Enterprise" › "Accounting policy" › "Accounting policy (for personnel)".
Comment:
In addition, in the form of accounting policy for personnel, a sign of simplified accounting for income tax is indicated individuals(personal income tax). When checking the box "When calculating personal income tax, take the calculated tax into account as withheld" it is assumed that the accrued personal income tax is always equal to the withheld, without strict compliance with the requirements of the law. This approach simplifies reporting in enterprises where wages are paid regularly and without delay..
This is an opportunity to improve your professional level or receive additional education that is in demand on the labor market. With Navi you will become a highly qualified specialist, you will be able to achieve career development or get the job you want. Our courses 1 With frames online are convenient. They won't take up much of your time. You can take the course at any time after payment. Distance learning 1C frame will increase your importance in the eyes of the employer.
Training program
All teachers of the Center are high-level specialists with more than 10 years of teaching experience. These are practicing specialists who can easily advise you on any issue. To begin with, you must understand what the work of a personnel officer consists of. Training 1 With cadres remotely is not a training profession. This is the acquisition of practical skills in working with software when automating the processes of maintaining personnel records at the enterprise. That is, you should already know personnel records or have an education related to this specialization.
To upgrade your qualifications, you will need a diploma of your initial education. The retraining course is taught in the presence of education in any profession of the economic direction.
Distance learning takes place in the form of video courses 1 C frames. Lectures are given in ready-made electronic form, you only need to study them on your own. At the end of the course, a qualifying exam is held. Workshops take place online. The teacher shows algorithms for filling positions in documents used in personnel records. The transfer from paper forms to electronic form in a programme. You only need to repeat all the actions of the teacher. All documents under consideration are taken from the archives of actually working Moscow companies, that is, all the examples under consideration are actually encountered in the work process.
Video courses 1C frames 8.3 will make you a specialist who is ready to start working right away. When registering for a course on our website, you can get a free trial lesson. Our prices are affordable. We often hold various promotions, give bonuses, and provide discounts. We are available for group bookings. We accept university students for training, we provide discounts of up to 70% when buying a second year of related specialization.
Distance courses 1 From the ground up, the staff provides the most extensive information about your chosen profession. Such courses are popular not only with those who are going to work in this profession, but also with entrepreneurs, accountants, and heads of relevant departments. By expanding their professional horizons, it is easier for them to carry out their direct work, manage the process, find shortcomings in the work of subordinates, etc.
What does training in our Training Center? You get a practical skill in working in the 1C personnel program. You will be able to independently generate reports on the movement of employees, fill out arrival and departure cards, arrange transfers, dismissals, etc. Personnel who have completed the course will be able to easily find in the program necessary information, add and delete entries, make corrections.
Courses 1C personnel remotely for beginners, we begin with the study of the simplest everyday issues, for example, with the formation of a staffing table. After the end of the course, electronic lectures remain with the listener. Everyone who has been trained has access to our information base for another month. A state-issued certificate is issued if you were able to pass the final test. You yourself must be able to:
- create work schedules
- set up data for each division of the enterprise separately,
- draw up orders and reports on overtime work on weekends and holidays,
- fill in the time sheet and details of the enterprise.
Our advantages are affordable price learning. An individual approach to each listener is guaranteed. We offer training in a profession that is absolutely necessary in every organization where hired labor is used. We are ready to advise you if you still have questions about the training program. Call or leave a request, our manager will contact you as soon as possible.
In this article I will start overview of possibilities software product "1C Accounting 3.0" for payroll and personnel records. This will be a series of articles, consisting of several parts, where I will try to cover this topic in as much detail as possible. In the articles I will mention one more software 1C company "1C: Salary and Personnel Management", which is a specialized software tool for accounting for wages and personnel. This series of articles will cover the following topics:
Setting up payroll and personnel accounting parameters
Before proceeding with the maintenance of personnel records and payroll, you need to look into the "Settings of accounting parameters" and check the correctness of the selected settings. To do this, open the “References and Accounting Settings” tab of the program and select the appropriate item in the “Accounting Settings” section.
In the settings window that opens, go to the "Employees and Salary" tab. There are three groups of settings on this tab:
- Accounting for settlements wages and personnel records are kept- paragraph "in an external program" is selected if, for example, you will keep records of salaries and personnel in the program "1C Salary and Personnel Management", and upload data (postings, payments, payment documents) to "1C Accounting"; we select the item “in this program” when it is supposed to keep records in 1s accounting - we will leave this option;
- Account 70 “Settlements with personnel for wages”- it is necessary to choose whether analytics will be conducted for Employees on account 70. As a rule, small organizations prefer not to detail this account, and large enterprises form for each employee and we will leave this setting.
- Personnel accounting- the hint in blue explains everything and so. Leave a full personnel record.
It is worth noting the forethought of 1C developers. They created a button with which you can quickly create everything personnel documents if you used the abbreviated version and decided to switch to the full one - "Create personnel documents."
Personnel accounting
- Subdivision- we have small organization and therefore all will be listed in the same unit. In large enterprises, of course, people are divided into departments for more detailed accounting;
- Position- It's clear);
- Employee- there is a feature. You can create an Employee before you create an admission document, or at the time of filling out the “Employment” document;
- Type of employment- with us, all employees will work at the “Main Place of Work”, but there are also accounting options for “ internal combination"and" external part-time job ";
- date of receipt– is also understandable;
- "Accruals" tabular section- this tabular part lists all types of calculation for which the employee will be charged monthly amounts. In our case, for Ivanov, we will choose the type of calculation predefined by the developers "Salary payment" with a rate of 40,000 rubles.
I also note that the 1C developers have provided a printed form "Order of acceptance (T-1)", which is included in this document. Do not forget to post the document after filling in all the fields.
- Petrova - accountant - 30,000 rubles;
- Sidorova - manager - 20,000 rubles.
In the section "personnel records" there is also a document "Personnel transfer". This document allows you to do the following:
- Transfer an employee to another department or to separate subdivision(branch);
- Transfer to another position;
- Transfer to another type of employment (main place of work, internal or external part-time job);
- Change the type of payment.
You can also print from a document "Transfer Order (T-5)".
In our case, there is no need to enter such a document. In the screenshot I will present the appearance of this document.
And of course, another document that cannot be dispensed with in personnel records is a document "Dismissal". We also will not fire anyone yet, and I will limit myself to only appearance this document. All fields of this document are intuitive, I will only note that the document includes printed form "Order of dismissal (T-8)".
- Employee's personal data;
- Fired employees;
- Staff members;
- Personal cards (T-2).
Conclusion
So the software "1C: Accounting 3.0" offers us the minimum necessary set of tools for maintaining personnel records. However, the program is not specialized for these purposes. If you have a fairly large organization, then it makes sense purchase a specialized product "1C: Payroll and HR Management" for HR administration and payroll , especially since now the cost basic version is only 2 550 rub. You can get acquainted with some of the possibilities of personnel accounting of this program in the article - Personnel accounting. Instructions for 1s ZUP for beginners or a step-by-step description of all stages of payroll in 1s ZUP 8.
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