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HR-documentation

Documents must support all HR processes in the company. HR-documents flow can be either paper or electronic. However, some documents can only be signed on hard copies — an industrial accident report in the prescribed form, an order to dismiss an employee, and documents confirming that the employee has undergone labor safety training.

The legislation does not establish a unied list of HR documents that a company must have.

However, there are HR documents required by labor legislation, or that may be requested in the event of an audit by the Labor inspectorate and other Authorities.

Russian labor legislation is mostly aimed at supporting the employee, not the employer. So, in the event of controversial situations with an employee, the employer needs to be well-prepared regarding supporting HR documentation.

The company’s personnel documents should include:

internal labor regulations
provision for employees' earnings (regarding bonuses, premiums on remuneration)
regulation on the protection and processing of personal data of employees
consent to the processing of personal data
the regulations on business trips (if business trips are supposed)
job description (if the relevant duties are not incorporated into the labor contract)
regulation on occupational safety and instructions on occupational safety
staff schedule
vacation schedule
labor contracts
personal employee’s card (T-2 form)
labor records book (hard copy or electronic). For an employee who gets a job for the rst time, getting a new paper workbook is unnecessary. For such employees, the electronic labor experience records are kept only.
timesheet
pay slip and document confirming its form
various company orders (hiring, dismissal, transition to another job, vacation, work on weekends, business trips, etc.)
regulation on military records