The order of acceptance to work. Form T-1. Sample and Form 2021

An employment order is a document that formalizes the labor relationship between an employee and an employer after signing an employment contract.

As a rule, unified forms are used to draw up an order:

T1 – for registration of one employee.
T1a – for registration of several employees.

Note

: drawing up an order in form T-1a provides for the inclusion in the specified document of personal data of several employees at once (salary data), and therefore its use in work is not recommended in order to avoid conflicts regarding the disclosure of personal data.

note

, the employer has the right to develop his own order form, and the specified document must contain the following basic information: full name of the employee, the position for which he is hired, the name of the department or unit, information about salary, probationary period, employment contract on the basis of which the order is drawn up.

The order is signed by the manager or other authorized official and brought to the attention of the employee no later than 3 days from the start date of work.

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Why do you need document numbering?

In small businesses, the volume of personnel documentation is limited. Therefore, all papers can be easily disassembled if necessary. However, if the company has more than a hundred employees, documents will be processed almost every day. For operational orientation in them, numbering is needed. It solves the following problems:

Quickly search for the required act.
Conveniently find connections between several documents (for example, between an order to reduce staff and an order to terminate an employment agreement).
Ensuring proper storage of documentation.
Systematization of acts based on their content.
Creating a procedure for registering papers.
Simplifying the classification of documents when registering them for storage.
Dividing orders into groups.

Each document has its own shelf life. Only after this period has expired can the paper be destroyed. Numbering is also a tool for indicating storage periods.

How to keep a log of orders ?

What does number assignment mean?

Numbering is the process of assigning a specific number to a document. The procedure involves distinguishing between papers with different shelf life:

Long-term: 50 or 75 years.
Short term: 1 or 5 years.

Document numbers are complex, that is, they contain numbers and letters. The need for complex numbers is due to the wide variety of papers. Every year the enterprise must update the calculation procedure. At the beginning of the year, the numbers of new securities begin with the number 1.

Question: Is it necessary to enter letter indices in the numbering of orders for personnel on incentives and penalties? Is it possible to use only numbers to indicate the order number for personnel? View answer

Features of number assignment

The numbering is determined by the size of the enterprise. In small organizations, you can use a simple calculation procedure: numerical and letter designation through a separating sign. The decoding of the designation will be as follows:

Numbers. Assigned in ordinal form. That is, the number is assigned to the document in the order it was last received. The new calculation is carried out from the beginning of the calendar year.
Letters. Is a prefix to a number. Needed to identify the form of the order, to indicate its content and group.
Dividing sign. Serves to separate letter and number designations. The components of the index can be a dash, a dot, or a fraction.

The designation may be presented without a separating character. That is, numbers and letters are written in a continuous manner. There may be a space between characters. It is also possible not to put it down. However, it makes sense to include a separator sign, as this will make the index easier to decipher.

If the enterprise is large, numbering becomes more complicated. It is recommended to create your own notation system. All its nuances are recorded in a local act. This act must be familiarized to all employees who are involved in the preparation of personnel documentation. Otherwise, confusion is likely.

The system developed by company employees must be logical and understandable. Eg:

Orders to impose penalties are designated by the letter “DV”.
Dismissal orders are indicated by the symbol “U”.

The legislation does not provide guidance regarding the assignment of designations. Therefore, letter and number combinations can be completely different.

Which papers are subject to numbering?

Numbering serves to indicate orders. The latter are an administrative document establishing certain legal relations. Orders are accepted by the heads of the company. The types of accepted orders are approved by Order of the Ministry of Culture No. 558 “On approval of the list of standard documents” dated February 16, 2021. Papers are divided into these main groups:

According to the company's personnel. For example, these are orders for hiring or dismissal.
In the main area of activity. For example, this is the Regulation on Labor Protection.
For administrative work. These are orders for the formation of security.

All these orders must be numbered.

Hiring: 15 mistakes employers make

Applying for a job in the absence of a work book with a record of dismissal from the previous place of work.

Some personnel officers follow the lead of new employees or their colleagues, applying for a new job without a work permit, with the expectation that the person will soon bring the book to the personnel department. It is quite possible that this happens in most cases, but a problem often arises - the entry of dismissal in the work book by the previous employer is later than the date the employee was hired for a new job. To avoid such documentation “overlaps,” you should not take risks.

Hiring without a passport.

The full set of documents required to conclude an employment contract is given in Art. 65 Labor Code of the Russian Federation. In the first place is a passport or other identity document. Let’s say that the employee does not have a passport with him, since it is being re-issued or has been completely lost. Does this mean that an employer can hire a person using a certificate issued in accordance with the administrative regulations of the Federal Migration Service? Of course not. Because a certificate is not an identity document. In this case, the employee must be required to provide a temporary identity card.

Admission of a certain category of employees to perform labor duties without mandatory medical examinations.

In Art. 213 of the Labor Code of the Russian Federation names such categories of workers. In addition, Order of the Ministry of Health and Social Development No. 302n provides a List of harmful and (or) dangerous production factors, in the presence of which mandatory preliminary and periodic medical examinations (examinations) are carried out. The amount of the fine in the case of allowing employees to perform work duties without medical examinations can reach 130,000 rubles, as warned by Art. 5.27.1 Code of Administrative Offences.

Signing an employment contract before the employee familiarizes himself with important documents related to his work activity.

Internal labor regulations, local regulations, collective agreement - the employee must familiarize himself with all these documents against signature before signing the employment contract (Article 68 of the Labor Code of the Russian Federation). Moreover, he puts a signature under each document.

Lack of mandatory information or conditions in the employment contract.

When drawing up an employment contract, you must follow the instructions in Art. 57 Labor Code of the Russian Federation. If any information is missing, it is necessary to make additions directly to the text of the employment contract. The missing conditions are “supplemented” by an annex to the employment contract or a separate agreement of the parties, which is concluded in writing.

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Instead of a mandatory condition - place of work - the employer specifies in the employment contract an additional condition - workplace.

The Labor Code, oddly enough, does not define the concept of “place of work.” But the code helps to understand what a workplace is. In Art. 209 of the Labor Code of the Russian Federation states that “a workplace is a place where an employee must be or where he needs to arrive in connection with his work and which is directly or indirectly under the control of the employer.”

Evgenia Konyukhova, a leading expert consultant on labor legislation and personnel records management, explains what exactly to indicate in an employment contract with an employee when indicating the place of work:

Lack of working conditions in the employment contract.

From January 1, 2014, working conditions at the workplace are mandatory included in the employment contract. Federal Law No. 426-FZ of December 28, 2013 provides four classes of working conditions: optimal, acceptable, harmful and dangerous. An employer can understand what working conditions he has in the workplace only based on the results of certification, if its validity period has not expired, or a special labor assessment.

How to reflect working conditions in an employment contract if a special assessment was not carried out, says expert Evgenia Konyukhova:

Absence in the employment contract of such conditions as the nature of the work and working hours, in cases where this is necessary.

If the working time and rest time regime for a particular employee differs from the general rules in force at the employer, then this must be indicated in the employment contract. As for the nature of the work, its mention is important if the company employs, for example, drivers, couriers, and forwarders.

The employer confuses the date of conclusion of the employment contract with the date of drawing up the employment contract.

Of course, the employment contract must contain the date of conclusion.

The employer enters into a fixed-term employment contract without having the right to do so.

If a fixed-term employment contract is concluded in a case not provided for by law, then the terms of its urgency have no legal force. From this point of view, it is important to rely on Art. 59 of the Labor Code of the Russian Federation, correctly indicate the validity period of such an employment contract - the date or period of the occurrence of the event, and also state the reasons for the circumstances for its conclusion.

Inaccuracies in the indication of remuneration in the employment contract.

Remuneration is a mandatory condition of the employment contract. Therefore, each employment contract must indicate the size of the tariff rate or salary. It is also necessary to indicate additional payments and allowances, if any.

The employer confuses the concept of “probationary period” with the concept of “probationary period”.

Expert Evgenia Konyukhova gives comments on this issue:

The content of the employment order is at odds with the terms of the employment contract.

The fact that the content of the order must comply with the terms of the employment contract is stated in Art. 68 Labor Code of the Russian Federation. Therefore, employers should carefully check all the details in the document. The employee must familiarize himself with the order against signature within three days from the date of actual start of work.

The employment record is entered into the work book with the wrong date.

An entry about an example of a job is made in the work book specifically indicating the date of hiring, which is already in the order of employment and the employment contract.

The employee does not know about the entries made in the work book.

Filling out a T-2 personal card for a new employee is an important final stage of the hiring process. The employer must familiarize the employee with the entries made in it against signature.

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Algorithm of employer actions when hiring an employee

Numbering organization models

Let's look at the numbering schemes from the simplest to the most complex:

Simple option. Suitable for small companies with limited document flow. The paper is assigned a numerical code. If required, you can add a letter designation to it. Numbering starts from number 1. The calculation will continue until the end of the year. From the first day of the new year, numbering starts again from one. The number will indicate the order in which the paper arrives, and the letter will indicate the content of the order and its type. As a rule, there is no separator between these two characters.
Complicated option. Implies continuous numbering. Documents are divided into different groups. The letter will indicate the group to which the paper belongs.
Difficult option. Relevant for large enterprises with extensive document flow. The designations in this case may indicate a group of orders and their storage periods. The code may indicate the department to which the document belongs. To create a cipher you need to use several letters.

A simple designation involves one letter and one number, a complicated one - a whole cipher.

Order log

The procedure for assigning designations to orders is not specified in legislative acts. Therefore, journals should be kept to record documentation. Registration of orders involves copying details from paper and recording them in a special form. The order numbers must be written in the journal. The number of magazines may vary. This is either one copy for all forms of orders, or several books for separate groups of orders. It is the latter option that is recommended. For example, one journal contains orders for the main area of activity, while another contains orders for personnel.

IMPORTANT! Registration of the order gives the latter legal force.

NOTICE! The law does not regulate the forms of log books. Therefore, they can be approved by company employees.

Registration for work according to the Labor Code

In chapters 10 and 11 of the Labor Code

the employment procedure is regulated. In addition, the following laws apply:

RF PP No. 225
and
Resolution of the Ministry of Labor No. 69
- regulate the process of processing personal data of an applicant for employment and determine the rules for filling out work books;
Resolution of the Statistics Committee No. 1
determines the list of forms for personal card forms, enrollment orders and other documents, as well as the rules for filling them out.

Failure to comply with the requirements of legislative acts entails consequences in the form of penalties for both the employee and the responsible persons of the company.

Number assignment procedure

Let's look at the order of index assignment:

Orders are divided into separate groups. Groups can be distinguished based on the content of the document and its storage period.
Each of the selected groups is registered in special forms. For example, these are journals and an electronic document management system.
To number a specific order, you need to look in the journal and check which index is assigned to the corresponding document. After this, the paper is assigned the required number.

IMPORTANT! The company definitely needs to fix its own numbering method in local acts.

Examples

The accepted numbering is recorded in the instructions. This document is an assistant to employees who manage personnel document flow. Let's look at an example of numbering:

The symbol P indicates hiring.
U - dismissal.
PR – transfer of an employee to another position.
O – vacation.
N – violation of discipline.
K – other personnel orders.

If an order is accepted that is not related to the above groups, you do not have to mark it with a letter designation.

Providing documents by employee

Before accepting a certain candidate for a particular position, the employer is obliged to check his documents. Only after this can you move on to the next step. When checking the papers submitted by a potential employee, it is necessary to first check for possible contraindications for performing the duties required by the position for which the applicant is applying.

In most cases, if the registration is official, in order to get a job, a person submits documents such as a passport (or other identity card), work book, pension insurance certificate, military registration document (for those liable for military service), education diploma, if the job requires appropriate qualifications and a certificate of no criminal record.

The latter paper in some cases plays a huge role in employment. Persons with a criminal record and those who are or have previously been subject to criminal prosecution are not allowed to perform certain types of work.

If necessary, the employer may require additional documents from the subordinate. This is not prohibited by Russian labor and federal legislation, as well as other laws and regulations. In some cases, drawing up an employment contract is impossible without the presentation of additional documents by the future employee.

The Labor Code contains rules according to which certain categories of persons cannot be hired for a position unless they undergo a preliminary medical examination. This applies primarily to persons under the age of majority. In addition, there are certain rules regarding certain professions. They are prescribed in the Labor Code of the Russian Federation and federal legislation.

As for payment for a medical examination, this issue can be resolved by a potential employer. However, in most cases, undergoing a preliminary medical examination is at the expense of the applicant.