How to keep a register of employment contracts

Every self-respecting enterprise has a register of employment contracts, a sample of which is given below. Why this form of documentation control is needed, and how to work with it - these are the questions that are to be considered in this article.

Russian legislation did not include the execution and maintenance of a register of employment contracts in the obligations of the employer. This is a voluntary matter and is not subject to control by inspection bodies. But, as practice has shown, for a more systematized workflow, the presence of a book of accounting for these documents is simply necessary.

Registration and maintenance of a journal to record concluded employment contracts and additional agreements to them increases the amount of work of a personnel specialist. But the advantages of having a book of registration of labor contracts in the enterprise's workflow are much greater than inconveniences:

• As noted earlier, the register helps to put in order and systematize prisoners with employees. And, as you know, order in documents means order in business;
• Finding the necessary information related to contracts is greatly facilitated. With this registration system in place, you do not have to search through mountains of documents to obtain the necessary information;
• Issuing certificates to retired employees, compiling responses to various types of requests about the periods and nature of the work of employees - this is an incomplete list of those actions of the personnel officer, where the accounting log will be an invaluable assistant;
• Maintaining this registration system can help in case of litigation. dispute between employee and employer, as well as the resolution of the conflict in the pre-trial order.

Rules for keeping a register of employment contracts

As already noted, maintaining a document registering employment contracts is not mandatory. But, if the employer assigned this function to the personnel department, then some rules must be observed:

• The register of employment contracts and additional agreements to them is kept in paper form. It is not forbidden to create a duplicate of this document in the electronic version (usually in Excel);
• A handwritten version can be created on the basis of any paper carrier of a convenient size with a hard cover, the required quality and number of sheets. Also, this document can be purchased ready-made - some organizations specialize in the development and distribution of document forms for personnel officers;
• A prerequisite for the execution of this document is sealing. All sheets are numbered, stitched and fixed with a seal. Carrying out these actions is recorded on the sticker and certified by the seal of the organization. This event will protect the document from unauthorized interference by someone in the information entered;
• The title page is filled in in a special way. It must reflect the full name of the organization, the name of the document and information about the date of the establishment of the journal and its end;
• On the next page, a separate column highlights information about the specialist responsible for the registration system. It is necessary to indicate his last name, first name, patronymic, position, grounds for the occurrence of these obligations (order, order, etc.). Since the specialist responsible for this registration system may change, it is advisable to arrange the information entered in the form of a table;
• When errors are made, incorrect information is carefully crossed out, marking “erroneously”, then the correct data is written marked “verify corrected” and signed. Do not use a corrector or shade incorrect data!

Journal of registration of employment contracts - form

Due to the fact that there are no obligations to keep records of employment contracts, the law did not provide a structure for making entries in the registers. Each employer chooses the form of information reflection that is convenient for him. But in general, the graphs are the same. The information entered reflects:

• sequence number of the record;
• date of the signed document;
• assigned contract number;
• structural unit of the employee;
• the duration of the employment contract;
• nature of employment (temporary or main);
• information about additional agreements;
• notes.

This entry system is convenient. It has been tested in operation and has received positive feedback from specialists.

Due to the fact that our legislation is moving forward by leaps and bounds, the system of accounting for employment contracts will most likely be introduced on a mandatory basis. For those organizations where registers of registration of labor contracts and additional agreements to them are already maintained, this innovation will not cause additional problems.