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.
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Keeping such a log is not mandatory.
The legislation provides for accounting in the form of a journal only for work books. Additional agreements (additional agreements) can be registered arbitrarily. If the records are kept in this form, the book must be stitched and sealed before putting it into the archives. According to FAS requirements, the storage period for such documents is 75 years. However, according to the general rules of document management, all documents that require a response or are of an informational nature are subject to registration. In addition, there is a List of standard management documents generated in the activities of organizations with an indication of storage periods, which mentions the journal of employment contracts.
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So, in order to avoid troubles, the personnel officer must keep a log of employment contracts and additional agreements.
HR experience
The journal is a convenient form that replaces in the archive a lot of employment contracts mixed with additional agreements and other documents of the same period. In the event of a lawsuit being filed by a hired employee, the absence of a contract registration book in advance makes the employer’s position vulnerable with the possibility of a decision being made not in his favor.
The journal is also necessary for issuing certificates for subsequent employers about previous employment. In the notes of the book, you can make notes about the type and essence of the work performed by the hired worker. Experienced personnel officers prefer to keep a journal of registration of employment contracts and additional agreements, stitching and sealing it with the seal of the enterprise and the signature of the manager before making the first entry.
In the event of an inspection of the enterprise by the relevant authorities, the head of the QC, HR inspector or HR manager will have legal confirmation of the presence or absence of agreements, contracts, additional agreements with employees.
The abundance of documents in the HR department is no secret to anyone. Sometimes an HR manager manages about a dozen different books and magazines in parallel. But it is advisable to register employment contracts - the basis of cooperation between the employer and staff - so as not to get confused with the numbering.
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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.
Accounting for additional agreements to employment contracts
The legislation does not specify strict requirements in terms of fixing additional agreements to contracts with subordinates. The accounting book will be no less useful than the register of employment contracts: systematic entry of entries will allow, if necessary, to track the changed items in the employment contract of each employee and prepare the requested certificates.
ADVICE! It is convenient to keep a general notebook for registering contracts with employees and additional agreements to them. Such accounting will not only eliminate the need to fill out two books, but will also allow you to see a complete picture of the labor relationship with each employee.
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.
Logging Rules
The journal of employment contracts is kept in any form. The document is a book or notebook, the pages of which are lined with a table. The number of table columns is determined individually.
Despite the absence of clear requirements for filling out, when maintaining the register you must follow the following rules:
- Cover - the title page contains the full name of the organization, details, name of the register, its start and end date, storage period, position and full name of the person responsible for maintaining records.
- Sheets are numbered when starting a new book. On the first page you can specify the rules for filling out the register or simply skip it. On the second there is a list of persons keeping records. It is drawn up in a table indicating serial numbers, full names and positions of specialists, time periods, reasons for entrusting the register, numbers of appointment orders and personal signatures. On the last page a note is made that the journal is closed, sealed and transferred to the archive for storage. It is necessary to indicate the number of completed pages, the number of documents submitted, the full name and position of the person responsible, and the number of the order on his appointment.
- It is permissible to create a new book annually for registering contracts and additional agreements. Such accounting will simplify statistical monitoring of the movement of personnel.
Information about contracts with subordinates is entered into a table, the columns of which may contain the following information:
- Serial number of the position.
- Agreement number.
- Date of document execution.
- The date the employee received the contract.
- Full name and surname of the subordinate.
- Number and name of the structural unit to which the employee is assigned.
- The position of the person hired.
- Duration of the contract.
- Employee signature.
The given list and order of column arrangement is indicative and is determined individually. Columns are often added to the table in which additional agreements or information about the person’s financial responsibility are recorded.
ADVICE! It is acceptable to keep records of contracts electronically.
Compared to paper journals, electronic accounting has a number of advantages: it provides better data security, does not require archival storage, and makes it easier to find the necessary information. The disadvantages of the electronic journal form are the inability to obtain employee signatures and the risk of computer failure.
Sample filling
A completed sample log of employment contracts can be downloaded from this link. The document contains a table consisting of ten columns. The information in the table covers basic information from contracts, as well as data on additional agreements.
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Common logging mistakes
The most common mistake when filling out a ledger for contracts with subordinates is confusion in the columns. For example, in the first column, where you need to indicate the serial number of the position, enter the contract number. Typos, incorrect dates, and other small errors are common.
IMPORTANT! You cannot make changes to the form. If an error is made, the notebook is closed. Before putting it into the archive, a note is made on the last sheet that the registration book is closed due to erroneous filling.
If an error is detected, it is permissible to transfer the information already entered into a new accounting book and destroy the damaged register.
Alteration
It is impossible to make changes to the labor contract logbook, regardless of whether it is in electronic or paper format. The program should provide for the impossibility of changing numbers in order to prevent fraud on the part of the personnel employee.
to a paper document either. If a mistake is made, you must close the journal early, report to your superiors and open a new one. In this case there will be no violation.
Keeping a log of employment contracts is not at all necessary, but it is quite convenient as it allows you to quickly find any information and eliminates the need to store piles of documents. The presence of such a document in a company is a sign of order and organization.
