Rules for registering employment contracts and agreements

In accordance with the legislation of the Russian Federation, the employer is obliged to conclude an employment contract with each employee. This document regulates the legal relationship between the enterprise and the employee, the list of responsibilities and rights, working conditions and payment.

Information about each employment contract must be entered into a special document called the “Employment Contracts Registration Book.”

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Why do you need a book of registration of employment contracts?

The presence of a book for registering employment contracts at enterprises and organizations is not mandatory.

Nevertheless, this document is in great demand, both in public sector institutions and in commercial structures. Most often, it is necessary in fairly large companies where there are many employees or a high turnover of personnel, which in turn leads to a flow of employment contracts.

The registration book refers to management documentation; it allows you to keep records of employment contracts, monitor them, and, if necessary, quickly find the necessary information about a particular contract. Thus, a book written correctly and according to all the rules:

• contains all information about stored employment contracts, including current, amended, terminated and expired,
• reflects the average duration of validity of this document at the enterprise (which can be important for statistics and determining the development strategy of the organization).

It should be noted that an enterprise may have more than one registration book, but several, for example, to record fixed-term, temporary or indefinite employment contracts.

In addition to purely practical reasons for creating and maintaining a book, one more important point should be taken into account: it may be required when checking a company by labor inspectorate specialists - usually this document is one of the first ones they require for presentation.

How to register additional agreements to an employment contract - Human Resources Management

An employment contract is an agreement between an employer and an employee, in which one party provides work (hires) in accordance with the law, and the other party undertakes to perform this work efficiently and on time, receiving wages for it. The document ensures working conditions in accordance with the standards of the Labor Code of the Russian Federation.

The employment contract is drawn up in two copies (with the seal and signature of the manager, passport data and signature of the employee) with one issued to the hired employee against signature. The second is filed in a personal file. This requirement is mandatory regardless of the type of work - main or part-time. If the enterprise keeps a log of employment contracts, then the employee’s signature is placed in the appropriate column.

How to keep such a journal{q} The registration book can be kept in paper or electronic form.

If there is a discrepancy between records on paper and electronic media, preference is given to paper ones.

On paper

How to prepare a logbook{q} The pages must be numbered, the book is bound and certified with the seal and signature of the manager. Although the form can be arbitrary, there is a minimum required list of columns that allows you to enter the necessary data and quickly find the document.

An example of filling out a journal for registering employment contracts

If the organization has contract employees, then it is necessary to provide a separate column for their registration, or you can make a corresponding entry in the notes. Also, some larger enterprises introduce columns for recording positions and structural units.

On a separate page, a record is made of the appointment of the responsible person - full name, date and order number, position. The last page contains information about the closing date of the journal, order number, date of deposit in the archive.

If the employee responsible for maintaining the book discovers incorrect filling or other errors, then this journal ends early. A corresponding entry is made about this, an order is issued, and the book is handed over to the archives.

The main advantage of keeping a journal in electronic form is the ability to quickly search and enter information. It is convenient to keep records not in Word, but in MS Excel (accounting in tabular form).

Electronic document management capabilities:

• speed and accessibility of document search;
• optimization of work with personnel;
• control of registration and storage of documents;
• maintaining confidentiality;
• reducing labor costs;
• saving primary documents (forms, autobiographies, statements, etc.) in electronic form;
• generation upon request of copies of orders and various types of statements.

The employee’s personal card (form T-2) is maintained in electronic form. The information supplied to it is constantly updated. But in some cases, where personal signatures of the employee and the HR employee are needed, the card is duplicated on paper.

The program must provide for the impossibility of moving numbers. Although the second copy of the employment contract is given to the employee, taking into account those who quit, it is necessary to prevent possible fraud and other types of fraud on the part of the employer by putting pressure on the HR department employees. At the end of the year, the magazine is printed with numbering, bound, sealed and deposited.

Personnel records for registering additional agreements can also be conducted in a separate journal. The suggested form for this document is as follows:

• the first column is a number reflecting the order in which documents are listed;
• second – the date of conclusion of the agreement is indicated;
• third – the serial number of the agreement is indicated;
• fourth – surname (in full), initials abbreviated;
• fifth – the employee’s position and type of work are indicated;
• sixth - the department in which the employee is registered;
• seventh – indicate the number and number of the employment contract;
• eighth – indicates the start date of the agreement and the period of its validity;
• ninth - a summary of the agreement;
• tenth – note.

These columns are located on two expanded pages.

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The title page is filled out by the person in charge of personnel records. It indicates the name of the organization and the start and end date of journaling. As a sample for filling out the journal of employment agreements for employment contracts, you can use the above option, but keep in mind that missing columns can be entered in information arbitrarily.

In each organization, all documentation that is concluded during the work process must be recorded in a special accounting book. In this notebook it is necessary to record all data relating to the creation, acceptance and validity of additional agreements and contracts (including outsourcing agreements for the provision of personnel).

This accounting concerns such documentation as employment contracts (including those issued for minor employees), additional agreements and orders. Maintaining such a notebook is not the responsibility of the employer, but it facilitates the work of the personnel officer in terms of searching for additional information and recording documentation.

Employment contracts and agreements thereto must be kept in the company’s files or archives for 75 years.

All employment contracts placed on file must be registered in a special journal, which is assigned a number according to the nomenclature.

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General information

Not a single legal act stipulates the obligation of employers to keep registration journals other than the labor record book, which, in fact, is also a registration journal. However, the Federal Labor Service requires registration of all documents that are of a reference nature.

In addition, the transfer of closed cases to the archive is carried out strictly according to the inventory. The registration journal can be taken as a basis for drawing up an inventory, since it contains chronological information about the contracts included in the case.

However, supervisory authorities or other organizations may need a copy of the agreement or an extract from it. And if the employee for whom the certificate is required was fired many years ago {q} In the absence of a log, you will need to rummage through the entire archive until the necessary document is found. While using the magazine you can quickly find the volume you need.

As a result, we conclude that the main task of the registration journal is to record employment contracts in the company and additional information. agreements to them.

Cases of registration

The registration journal is opened simultaneously with the registration of a new case according to the nomenclature. According to the paperwork instructions, a file can contain a maximum of 250 sheets.

Once the case is full, it is closed (the end date is written on the title page). A log book is attached to the case. After a new volume has been started, a new logbook needs to be completed.

Important: serial numbers in the journal begin from 1 at the beginning of the new year. But you can continue them, because there are no strict requirements in this regard in any legal act.

Who issues {q}

The responsibility for maintaining personnel files, including the preparation of registration logs, lies with the company employee, who, by order of the director, is obliged to maintain personnel records.

This may be a full-time personnel officer or another specialist (including part-time):

• secretary;
• clerk;
• lawyer, etc.

If the enterprise is small, the business can be run by the manager or entrepreneur himself.

Document structure

The magazine has the following structure:

1. title page;
2. table.

The title page should contain:

• name of the company (individual entrepreneur or full name of the individual employer);
• structural unit (HR department);
• case number according to nomenclature and volume number;
• title (“Journal of registration of employment contracts”);
• journal start date (when a new case is opened);
• end date (fits into the day the case is closed);
• number of sheets in the magazine;
• shelf life (75 years);
• place of registration (settlement: city, village, urban settlement, etc.).

The magazine itself is formatted as a table with columns:

• serial number;
• agreement date;
• Full name of the employee;
• employee's position;
• Department;
• note.

The sequence number starts from 1 or continues. The date of the contract is the actual date specified in the contract, and not the date of starting work or signing the contract. You can indicate the presence of an additional agreement in the note. Just extra. the agreement can be attached to the contract or invested in another matter, but in the journal it is necessary to write down which one, indicating the serial number.

In practice, there are numbers of simple two-digit or fractional numbers, alphanumeric combinations. The numbering of employment contracts is used by persons:

• To enter data about the contract with the employee into the employment order and work book.
• When drawing up an additional agreement to an employment contract.
• For reference to the document in the covering letter when issuing a copy of the contract.
• When compiling a list of copies of documents for submitting the document to the judicial authorities.
• When transferring documents to the archive as part of normal document flow or after the liquidation of the enterprise.

Indicating the abbreviation “b/n” in the details is not convenient for recording data. The most common option is to use the serial number of the contract indicating the month and year of the document.

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Question Our organization maintains a log of employment contracts. Is it also necessary to register additional agreements to employment contracts? If yes, then how to number them{q} Employment contracts have continuous numbering.

Is it necessary to register additional agreements{q} If yes, then they need to be recorded in one journal along with employment contracts{q} Answer It is not necessary to register additional agreements in any journal. Labor legislation does not provide for the need to number additional agreements to employment contracts.

How to compose a book

The book of registration of employment contracts does not have a unified standard template, so it can be compiled in any form or according to a template valid within the enterprise. When forming it, in terms of structure, one should adhere to the norms of office work, and in relation to the text, the rules of the Russian language.

The list of required information that must be included in the book includes:

• name of company;
• document's name;
• start and end date of bookkeeping;
• storage period.

All this information is indicated on the title page of the book.

The main part of the book is usually formed in the form of a table consisting of several columns and rows (depending on the vision of the document by the specialist who draws it up). The form must include the following information:

• date of conclusion of the employment contract, its number;
• last name, first name and patronymic of the employee;
• the structural unit in which the employee works;
• job title;
• the nature of the contract (fixed-term, unlimited, temporary, etc.).

In addition, if desired, additional columns can be included in the form, for example, about all changes made to the employment contract, additional agreements to it, the date of termination of the contract, the employee’s signature, etc.

Logging Rules

It is permissible to format the journal in a regular notebook (with a hard cover), lined into columns.

The title page contains the title of the document and the date it was started. The following sheet contains information about the persons responsible for its maintenance, including:

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• serial number;
• Full name of the responsible person;
• job title;
• period of time;
• a document base;
• signature of the responsible person.

Important! In addition, all pages of the journal must be numbered.

How to design a book

The legislation does not impose any special requirements on both the compilation of the book and its design. It can be drawn up either on an ordinary blank A4 sheet or on the company’s letterhead. You can enter the necessary information into the document in handwritten or printed form.

There is no strict need to stamp a book using stamps, since today legal entities, like individual entrepreneurs previously, are exempt from the obligation to use seals and stamps to endorse papers.

Every year it is recommended to compile a new book of registration of employment contracts and maintain it in accordance with current requirements.

Despite the fact that this document is called a “book,” in fact, in most cases it is a sheet of paper or several sheets, fastened together with a regular stapler or strong thread and numbered.

, keeping books in electronic format is becoming widespread . This approach has several obvious advantages:

• confidentiality;
• ease of registration and filling out the document;
• easier control over its safety;
• minimum expenses.

Form and journal maintenance of additional agreements to employment contracts

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In order to create convenience and a minimum of paper documents, logs of agreements and employment contracts are stored in the archive.

If you need to issue a certificate of your previous place of work or resolve any other important issue related to the preparation of documentation for employment, then a registration journal will be appropriate. Also, entries made in the journals indicate that the employee worked at this enterprise for a certain time.

If HR officers make a mistake when filling out the journal, for example, instead of a serial number, an entry is made with the number of a direct contract, the document can be canceled with an administrative document for the enterprise and a new one can be created. This won't be a big mistake.

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The employee responsible for maintaining the journal can choose a convenient form of maintaining it, depending on the information that will be taken into account in this journal. When such an employee is dismissed, an entry is made in the book about the new responsible person. The journal also contains the name of the organization, the beginning and end of the accounting period.

The registration book determines the number of concluded employment contracts. It is possible to monitor the execution of each. This data simplifies the preparation of statistical reporting at the enterprise.

The reasons for changing the contract may be different:

• transfer to another job;
• change of owner;
• suspension from work;
• change in working conditions.

In case of significant changes in contracts, an additional agreement is drawn up and entered in the registration journal in the appropriate column. For convenience, the additional agreement is assigned a number consisting of the contract number / serial number of the agreement with a specific employee.

In this case, it is convenient to create a separate page for each employee, where the employment contract and additional agreements according to the order of conclusion will be indicated (No. 1, 2, 3, etc.).

If the employee does not agree with the changes in working conditions, the employer must make an offer (in writing) of another job according to his qualifications, and in the absence of such qualifications, offer a lower-paid job or a lower position. With the written consent of the employee, an additional agreement to the employment contract with new working conditions is drawn up. All requirements for drawing up and recording additional agreements are the same as for employment contracts.

For ease of record keeping and quick search for the required additional agreement, large enterprises with a large number of employees maintain a separate book - a log of registration of additional agreements.

Maintaining a separate book for additional agreements is not necessary. You can enter this information into the main journal by providing a separate column for this. However, if there are several such changes to the agreement, then introducing them there will be problematic. In this sense, the electronic version wins.

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The procedure for registering and numbering contracts is similar to the procedure for employment contracts. An enterprise has the right to keep one book for registering contracts and employment agreements, but it is possible to create two journals with separate numbering.

It is very convenient not to have continuous numbering, but by date, indicating the serial number for that day. For example, 01/15-2, then it is clear that the contract was drawn up on 01/15. This approach is justified for the personnel departments of large enterprises, when the appearance of a new contract throws the personnel officer into a stupor - it was drawn up a long time ago, but came into hands only now, and no number has been assigned to it. Then the document is simply numbered with the date of conclusion - and the problem is solved.