Sample sheet for familiarization with the order for 2021-2022

Function and role of the order

An order is an order from a manager, which is issued in writing and contains information about a particular decision made.

Orders may relate to any legal aspects of the relationship between an employer and a subordinate:

on appointment to a position;
on conducting employee certification;
about transfer to another job;
about vacation;
on wage indexation;
about assignment of responsibilities, etc.

Orders are always issued on behalf of the director of the enterprise, are legitimate only within the company, have a long period of validity and, if necessary, can be subject to changes.

Orders should in no way violate either the civil or labor rights of workers, who, in turn, must familiarize themselves with them.

Main types of orders

In general, all orders issued by the employer are divided into two groups:

orders for core activities, that is, management orders relating to the functioning of individual divisions or employees or the entire enterprise. For example, orders on hiring people to work on a day off, on approval of documents, on the appointment of responsible persons, on the creation of a commission, etc.;
orders on personnel, that is, concerning changes in the labor status of a particular employee. For example, an order on hiring, on leave, on promotion, on transfer to another position.

You can read in detail about the execution of various types of orders in a special section of our website.

Why do you need an employee signature?

An employee of the enterprise must not only read the order, but also put his signature either on the document itself or on a special form: an order familiarization sheet .

This rule is a legal requirement that obliges the company’s management to familiarize employees with all local regulatory documents published at the enterprise.

The employee’s autograph on the order will indicate that he agrees with the order and is ready to begin executing it.

Acquaintance deadlines

It should be borne in mind that for some administrative documentation there are legally established deadlines for review. Thus, a three-day trial period is established for:

employment order (Article 68 of the Labor Code of the Russian Federation);
order to impose a disciplinary sanction, incl. dismissal order (Article 193 of the Labor Code of the Russian Federation).

In other cases, it is recommended to follow:

Instructions for office work;
common sense (for example, it is obvious that the employee must be familiarized with the order to be hired to work on a day off immediately before going on shift, and with the order for leave - before going on vacation);
within the time limits established by the order itself. For example, if, according to an order, managers or employees are required to provide data, carry out activities, or develop a document, the period for familiarization with the order can be set taking into account the amount of work required to complete it.

In what cases is the order familiarization sheet used?

The order familiarization sheet is used in cases where the order concerns a large number of employees, for example, an entire structural unit or a specific group of employees. It is clear that it is not an independent document, but serves as a kind of annex to the order.

In the event of any controversial or conflict situations between the employer and the subordinate, in the future this document may become evidence in the labor inspectorate or court, on both sides, so signatures should be collected carefully and scrupulously.

It is unacceptable to let in any of the enterprise employees mentioned in the order, much less forge their autographs. If one of the employees is absent from the workplace at the time of collecting signatures, for example, due to illness, vacation or business trip, you must wait until he returns and only then take a signature to familiarize himself with the order.

When is a familiarization sheet needed?

In what situations is it necessary to fill out a familiarization sheet? Such a document is required if the order concerns several employees, a separate structural unit or the enterprise as a whole. It is compiled to prevent disputes and conflicts between the company’s administration and its employees.

If controversial issues arise, employees can file a complaint with trade union and control bodies. You can contact labor dispute inspectorates, civil, arbitration, criminal courts, institutions that collect taxes, as well as insurance companies. Properly executed documentation makes it possible to achieve the cancellation of illegitimate orders and ensure payments to injured employees at the enterprise.

What happens if you don’t sign to read the order?

It is impossible to force an employee to sign and carry out an order from a manager.

However, upon refusal to sign the order, the employer’s representative has the right to draw up a special act, and for refusal to carry out the order, the employer has the right to subject the employee to disciplinary action or even dismiss him.

Of course, such measures are possible only on the condition that the order fully complies with all norms of the legislation of the Russian Federation, and the subordinate has not provided any compelling and valid reasons for such behavior.

Why is it important to confirm that you are familiar with the vacation schedule?

If the employee is not notified of the start date of the vacation in a timely manner, in accordance with Art.
124 of the Labor Code of the Russian Federation, receives the right to transfer the vacation to another desired period. In order to avoid a situation that causes disagreements between employees related to the possible imposition of vacations, the employer must inform each employee no later than 2 weeks in advance about the start date of his vacation (Article 123 of the Labor Code of the Russian Federation). In order to ensure that the fact of notifying employees about the start date and duration of their vacation is recorded, a special familiarization sheet is drawn up, in which employees confirm the fact of their familiarization with the schedule with personal signatures.

How to draw up a review sheet for an order

Almost all standard unified forms of primary personnel and accounting documents have been abolished since 2013, so the sheet can be compiled by company employees in any form or according to the organization’s internal template.

The only thing is that when creating the form, you must follow a certain structure and rules of the Russian language.

In the “header” of the sheet you should indicate:

name of the enterprise;
Title of the document;
number, date and essence of the order.

Next, it is recommended to make a table in which you need to enter:

employee serial number;
last name, first name and patronymic of the employee;
job title;
date of familiarization with the order;
signature.

If necessary, you can add other columns here (for example, about the structural unit in which the employee works or notes).

If there are many employees affected by the order, then several sheets may be required for their signatures. All of them need to be fastened together (you can use a stapler, but better with a strong thread) and numbered.

Workshop on the Labor Code of the Russian Federation: what is the difference between a signature and a painting

The Labor Code of the Russian Federation has two terms: “signature” and “signature”.

The first occurs 20 times in the text, the second - 17.

“Signature” is a person’s own handwriting of his/her own surname, name, initials or parts (elements) thereof, usually containing individual characteristics that make it possible to visually distinguish the signature of one person from the signature of another.

Let's see how the term “signature” is used in the Labor Code: “An employment contract is concluded in writing, drawn up in two copies, each of which is signed by the parties.
The employee’s receipt of a copy of the employment contract must be confirmed by the employee’s signature on the copy of the employment contract kept by the employer.” (Article 66 of the Labor Code of the Russian Federation). The term is used to indicate the handwritten signature of an employee (representative, guardian, etc.) in any document that must be signed by that person.

What then is meant by the word “painting” in the Labor Code? Is the employee’s handwritten signature a “signature”?

The term “signature” is used to confirm that the employee has familiarized himself with any information or document that has already been drawn up and signed by other persons.

For example: “A job order is announced to the employee against signature.
When hiring (before signing an employment contract), the employer is obliged to familiarize the employee with the internal labor regulations and other local regulations against signature” (Article 68 of the Labor Code of the Russian Federation). Who should do the “painting”? Employee or employer? Is this “signature” some kind of document, for example, a log of briefings or a log of familiarization with orders? Or is this not a document, but some kind of record in a document? Where should this “painting” be done in this case? In an order, in a journal, in a statement?

For example, will the requirement of Article 22 of the Labor Code of the Russian Federation be met if the employer’s representative writes in the statement: “The driver Ivanov I. I. has read the order No. 1 of 01/01/2019. Clerk A.A. Petrova?

The author frivolously assumes that the requirement for familiarization “against signature” will be formally observed, since Article 22 of the Labor Code of the Russian Federation, like other cited articles, does not indicate the employee’s handwritten signature.

painting

Article 22 - the employer is obliged to familiarize employees, against signature, with the adopted local regulations directly related to their work activities.
Article 84.1 - The employee must be familiarized with the order to terminate the employment contract against signature. In the event that the order to terminate the employment contract cannot be brought to the attention of the employee or the employee refuses to familiarize himself with it under signature, a corresponding entry is made on the order (instruction).
Article 86 - employees and their representatives must be familiarized, against signature, with the employer’s documents establishing the procedure for processing personal data of employees, as well as their rights and obligations in this area.
Article 88 - the employer is obliged to transfer the employee’s personal data within one organization, from one individual entrepreneur in accordance with a local regulatory act, with which the employee must be familiarized with signature.
Article 99 - disabled people and women with children under three years of age must be informed, upon signature, of their right to refuse overtime work.
Article 113 - disabled people and women with children under three years of age must be informed, upon signature, of their right to refuse to work on a day off or a non-working holiday.
Article 123 - the employee must be notified of the start time of the vacation against signature no later than two weeks before its start.
Article 180 - employees are warned by the employer personally and against signature of the upcoming dismissal due to the liquidation of the organization, reduction in the number or staff of the organization's employees, at least two months before the dismissal.
Article 193 - an order to apply a disciplinary sanction is announced to the employee against signature within three working days from the date of its publication, not counting the time the employee is absent from work. If the employee refuses to familiarize himself with the specified order (instruction) against signature, then a corresponding act is drawn up.
Article 291 - the employer is obliged to warn an employee who has entered into an employment contract for a period of up to two months about the upcoming dismissal due to the liquidation of the organization, reduction in the number or staff of employees in writing against signature at least three calendar days in advance.
Article 295 - the employer is obliged to warn an employee engaged in seasonal work about the upcoming dismissal in connection with the liquidation of the organization, reduction in the number or staff of the organization's employees in writing, against signature, at least seven calendar days in advance.
Article 312.1 - in cases where an employee must be familiarized in writing, including against signature, with local acts, orders, notifications, requirements and other documents, a remote worker can be familiarized with them by exchanging electronic documents.
Article 348.2 - employers are obliged to familiarize athletes and coaches, against signature, with the standards approved by all-Russian sports federations.

Signature

Article 40 - the parties must sign a collective agreement on the agreed terms and simultaneously draw up a protocol of disagreements.
Article 47 - the parties must sign an agreement on the agreed terms and simultaneously draw up a protocol of disagreements. The agreement is signed by representatives of the parties.
Article 57 - the employment contract specifies information about the employer’s representative who signed the employment contract, and the basis on which he is vested with the appropriate powers.
Article 63 - an employment contract on behalf of the employee ... is signed by his parent (guardian).
Article 230 - the report on an industrial accident is signed by all persons who conducted the investigation.
Article 341.1 - additional agreements to the employment contract are drawn up in two copies, each of which is signed by the parties. The employee’s receipt of a copy of the additional agreement must be confirmed by the employee’s signature on the copy of the additional agreement kept by the employer.
Article 387 - at a meeting of the labor dispute commission, minutes are kept, which are signed by the chairman of the commission or his deputy and certified by the seal of the commission.

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How to design a sheet

The document is usually drawn up in a single copy , on an A4 sheet or on company letterhead. It can be created either by hand or in printed form. The main thing is the presence of authentic autographs of employees.

There is no strict need to certify the form using a seal, because Since 2016, legal entities have the right not to use stamps when endorsing documents (unless this norm is enshrined in the internal local acts of the company).

After creation, the sheet must be endorsed in the internal documents journal.

Why is it necessary to familiarize employees with local regulations?

The current rules establish the obligation of company management at the legislative level to familiarize its employees with the provisions of local documents.
This is primarily due to the fact that local acts of the company regulate the relationships between the parties to labor relations, establish rules and procedures that employees and the administration itself must comply with.

That is, those working in the company must know both their rights and responsibilities. Only after this can you demand something from them. For example, it is possible to bring an employee to disciplinary liability for violating labor discipline if he knew the labor regulations in force in the company. Moreover, the familiarization must be documented.

Attention! It is necessary to familiarize both all current employees of the company and newly hired employees with the adopted local regulations.

There are several options for this procedure. However, this is not reflected in any way at the legislative level. Therefore, the company has the right to independently choose how exactly it will bring the provisions of internal standards to the attention of its employees, and how the very fact of reading the standard will be recorded.