Detailed and step-by-step instructions: how to draw up an order for employment using the unified T-1 form?

Rules for issuing an employment order

After submitting an application for taking up a position to an authorized official, and certification of this application by the head of the organization, it is necessary to generate an appropriate document officially certifying the fact of employment.
This will be the order.

An employment order is the main document expressing the consent of the head of the organization in official form. Regulated by the norms of Article 68 of the Labor Code of the Russian Federation. This document is always issued on a legal basis, which, in this case, is the application of the applicant for the position.

After the order is issued, the request made by the applicant is considered satisfied. Also, the release of the document determines the beginning of the process of formalizing labor relations and permission to begin official duties.

REFERENCE: Regardless of the availability of an electronic document, its originals on paper are required for storage.

What document forms are there?

Orders are drawn up and executed using standard forms approved by the State Statistics Committee of the Russian Federation on January 5, 2004, No. 1.

When hiring, forms T-1 and T-1a are used.

If registration is carried out by transfer from one position to another, form T-5 is used.

Form T-1. An order for hiring an employee in the T-1 form is used when applying for the appointment of one employee. Allows one order. It is recognized as a unified form based on basic standards for personnel records management.

Form T-1a. It is used when several people are employed by one order. It has a specific structure in which a single format, taking into account the norms regulated by personnel records management, applies to several points in relation to several employed persons.

How to prepare a document?

Unified forms of personnel orders have not been in effect for a long time, so employment orders can be issued according to the rules adopted by the company. However, you can use the T-1 form developed by Goskomstat in 2004.

A sample order form T-1 can be downloaded here.

The order contains some conditions listed in the employment contract and there should be no differences.

Meanwhile, if the T-1 form is not used, the structure of the order must comply with the rules of office work and contain the necessary data.

Mandatory inclusions:

• name of the employer: company or full name of an individual;
• number and date of compilation (the registration number must correspond to the number of the journal for registering employment orders);
• start date of work (and end date if the contract is fixed-term);
• Full name of the employee (and department, if specified in the contract);
• his position, profession, rank, category;
• type of employment (temporary or permanent);
• salary amount (salary, bonus and allowances);
• probationary condition (or absence of probationary period);
• details of the employment contract;
• director visa;
• line for the employee to familiarize himself with the order.

Sample order for hiring in form T-1

The document is drawn up by a specialist from the organization’s personnel service, or another official whose job functions include this responsibility. Individual entrepreneurs (IP) have the right to draw up administrative documents independently, if the state does not provide a special unit.

Let's look at a sample of filling out an employment order using the T-1 form. When drawing up orders, the imperative mood and the impersonal form of the order are used. That is, it is unacceptable to use the pronouns or surnames of the official composing it in the order.

Name of company.

Instead of the surname and initials of the manager or personnel employee drawing up the order, the name of the organization is used.

It is given in the form in which it was registered as a founder, in its entirety.

Only generally recognized abbreviations are allowed, such as: LLC, OJSC, NPO, etc. Such definitions as “Budget institution”, etc. are entered in full.

In this case, the authority of the order is not limited to the period of work of the manager or personnel employee, but extends to the entire period of the company’s activities. If a company acquires a new legal framework, the old documentation does not lose legal force.

REFERENCE: If information about the organization is entered on the standard letterhead of the order, there is no need to duplicate it.

Job title. The position for which the applicant is accepted must comply with the previously accepted staffing table, as well as:

• entries in the work book, which is filled out on the basis of this order;
• application submitted to the employer by the applicant for the position.

Subdivision.

Here it is necessary to indicate the department in which the applicant is expected to work.

For example: “workshop”, “preschool department”, “underwear department”, etc.

Date of termination of the employment contract. If the contract is fixed-term and is drawn up to replace the main employee, the exact date of dismissal is indicated, coinciding with the date of departure of the main employee.

In other cases, it is advisable to rely on the circumstances surrounding the person’s employment. For example: “accept for maternity leave”, etc.

ATTENTION: It is illegal to hire a key employee under a fixed-term contract unless there are circumstances requiring a limitation on the duration of employment.

FULL NAME. employee. This information must be entered in full, without abbreviation by initials. They are entered in the singular genitive case. You need to check that this information matches:

• with passport data;
• with a work book;
• with educational documents.

If the last name (or other name) is different, you must submit a document certifying the change of last name (or other name). For example, a marriage certificate when the surname changed.

Individual employee number.

This number is also called personnel number. It is assigned to each employee upon hiring. It can be found in the Personnel Number Register.

When assigning the next number, the surname and initials of the person to whom it was assigned are entered, as well as the number of the employment order. This number is entered in the field specially allocated for it.

Conditions and procedure of the probationary period. If an employed person is assigned a probationary period, this must be reflected in the order. In this case, the following information is also required:

• probationary period;
• date of transfer to main job;
• other circumstances of transfer to a permanent position.

Conditions of employment in the order. The corresponding field indicates on what basis the specified person is accepted into the position:

• on a permanent basis, on staff;
• at the same time;
• with hourly payment;
• for a certain limited period.

If a probationary period is provided, this circumstance is also indicated in the document.

Conditions of employment and nature of the work - what to write in the order?

The conditions for employment primarily depend on the amount of work provided for the corresponding staffing unit, on the ability of the employed person to work for a proportionate amount of time.

It also takes into account the proportionate period during which the position remained vacant.

IMPORTANT: Conditions of employment must not contradict labor law standards, as well as local documentation regulating labor standards in a given production (company).

Nature of work. It is entered on the same line where the conditions of employment are indicated. The need to introduce them arises when there are specific nuances. For example, in shifts, on irregular working hours, etc.

Salary. Is it possible not to indicate the salary in the employment order? Indication of salary is a mandatory item. The information entered here depends on how wages will be calculated. If payment is made on the basis of the current and approved salary, a proportionate amount is paid, with the explanation “with salary.”

If accruals are made based on one hour of work, the amount is entered, with the explanation “with the tariff rate”. These annotations allow selected information to be underlined on the specified line.

Basis for compilation.

The employment contract concluded with the employee is used as the basis.

In other cases, a statement from the applicant is allowed.

Executive visa. The order for hiring an employee in the T-1 form comes from the manager, and therefore is endorsed by him. Another official replacing the manager has the right to certify an order only if:

• that he has been officially granted (by order) this right;
• that this is part of his functional responsibilities.

Date of. The document indicates the date of return to work, which must correspond to:

• the actual first working day;
• the day of hiring in the employment contract, application and work book.

Can a job order come before the start date? The date of issue of the order, as well as other documents, may not coincide with the first working day. It is allowed to issue an order for employment earlier, but not later than the first working day.

REFERENCE: Later (no more than 5 days) only an entry can be made in the work book.

Number. Each order is assigned a serial number. It is assigned by the person drawing up the document based on the number of the previous order by adding one to it.

How many copies of the employment order are required?

The designated document is always prepared in one copy. In order to add it to the employee’s personal file, you need to issue an extract from the order.

Based on this document, the required information is included in the personnel documentation, including in the personal card filled out in the T-2 form and in the documentation for registering a personal account in the T-54 form.

After drawing up an employment contract and work book, this information will not be required. If necessary, an additional extract is made from the order and submitted at the place of request.

Is it necessary to familiarize the employee with the order? The employer's order for employment is announced to the employee against signature. He places it with his own hand in the presence of a personnel employee or individual entrepreneur. The absence of this signature allows the document to be declared invalid. Below you can download the unified form T-1 of the employment order.

Contents of the order

Like other HR documents, the order must be issued in writing. The law allows an organization or individual entrepreneur to develop its own form of a document, or use a unified form. Resolution of the State Statistics Committee of the Russian Federation No. 1 (dated January 5, 2004) approved two versions of the order:

1. Form T-1 can be used to fill out for one employee;
2. Form T-1a provides more information and a field to fill out, and can be used to register several people at once.

The decision to use standardized forms or develop your own template should be made by the organization's management.

If a company uses its own sample documents, they must be approved by internal regulations or orders. For example, in your own form you can indicate additional columns about personal additional payments and allowances provided for by local regulations.

To draw up an order, you will need an employment contract and documents submitted by the citizen upon employment. In practice, filling out employment contracts and orders occurs simultaneously. If the order is issued before the agreement is signed, no penalties are provided for this. Let's consider the procedure for issuing an order based on the contents of the unified form T-1. The text of the document must reflect the following data:

• name of the legal entity or individual entrepreneur (it must correspond to registration documents, extract from the Unified State Register of Legal Entities or Unified State Register of Individual Entrepreneurs);
• organization codes according to OKPO (they are assigned when creating a legal entity and are contained in the Rosstat certificate);
• document number (the enterprise must keep records of personnel and other documentation, so the number is duplicated from journals or registers);
• date of publication, which cannot be earlier than the date of execution of the employment agreement;
• the date from which the citizen is hired (for fixed-term employment contracts, the end date of work is also indicated);
• personal data of the new employee according to passport details (full name);
• personnel number, which will subsequently be taken into account when calculating work time or for other purposes;
• conditions of employment and nature of work activity (structural unit or department, position, profession, specialty, class and rank, other identifiers);
• the size of the tariff rate or salary in rubles, as well as the amount of the salary bonus (with subsequent changes to this data, there is no need to make changes to the initial order);
• duration of the probationary period (we will discuss the regulated testing periods below);
• the basis for issuing the order, i.e. a link to the details of the employment contract (even if the contract has not actually been drawn up, you can indicate its number and date according to the personnel service).

If you are filling out Form 1-Ta, you can provide similar information about several new employees at once. However, in order to protect the personal information of citizens, it is recommended to use form 1-T for each employee separately. This will avoid disputes and problems with staff or during inspections by regulatory authorities.

The maximum period of testing for ordinary specialists cannot exceed 3 months, however, the employer can reduce this period or do without testing altogether.

For management staff, deputies, chief accountants and heads of departments, the probation period can be 6 months. When issuing an order for admission for a period of up to 6 months, the trial period cannot exceed 2 weeks.

The document is signed personally by the boss or another person entrusted with leadership functions. For example, when the director of an LLC goes on vacation, his authority to sign documents may be assigned to his deputy. A personnel or records management employee who has not been granted such authority by order of the manager has no right to engage in hiring.

The text of the order must include a column for the signature of an employee familiar with the contents of the document.

The employee is given no more than 3 days for registration and familiarization.

This period is counted from the date of actual commencement of work. If a citizen has any complaints about the contents of the order (for example, if there are errors in the name or job title), the document can be immediately redone. Naturally, the employer is obliged to provide information that complies with the terms of the contract in order to avoid a labor dispute or problems during inspections by the State Tax Inspectorate or the prosecutor's office.

2020

Sample orders in form T-1 and T-1a are relevant for 2021.

Making changes to an order after registration

After employment, the working conditions of citizens may change repeatedly. For example, the tariff salary may increase or decrease, a transfer to another position or an increase in rank may be carried out. In this case, there is no need to change the initial order, since it records the initial data at the time the work began. All subsequent changes are reflected in additional agreements to the employment contract, new orders and instructions, and other personnel documentation.

Photo

Check out what a photo of a job application looks like.

Additional documents to the order

An order to hire an employee can become the basis for creating a number of documents and making certain records.

The Labor Code of the Russian Federation obliges the hired employee to come to the workplace within the time specified directly in the order, or the next day after its publication, if the order does not indicate the exact date of the start of his work activity.

The law establishes the retention period for employers to retain employment orders for up to 75 years.

These include:

• order log - information about all orders issued by the company’s administration is entered here;
• employee’s personal file - all copies of documents relating to the work activities of a particular employee are placed here. The Labor Code of the Russian Federation strictly obliges the registration of personal files for state and municipal employees, and commercial companies can do this for their employees if they wish;
• personal card - required for every employee of the enterprise; data from documents relating to his work activity is entered there;
• work book - a record of employment is entered here with the wording from the order, and its details are indicated as the basis for this record.

The unified T-1 form described above does not require additional notes confirming the employee’s consent to the proposed working conditions, information about whether he has been instructed, if provided for in the instructions, as well as a medical examination, etc. Nevertheless, such information must be indicated, and its it is necessary to indicate in the approval sheets attached to the order confirming the completion of instructions, medical examination and similar documents.

Journal of registration of orders for employment

Each organization, regardless of the form of ownership and status of the founder, is required to keep a journal where orders are recorded. The journal has the form of a book and a specialized form in which there is a table with columns in which information about each document is entered:

• serial number of the record;
• Date of entry;
• order number;
• type (on admission, dismissal, transfer, etc.);
• FULL NAME. employee;
• employee personnel number;
• basis (link to application, agreement, etc.).

The sheets in the magazine must be numbered, and the magazine must be sealed and laced. The sealing is certified by a stamp or seal, indicating the position or surname of the person who carried out the sealing.

In small companies, it is permissible to keep such journals, made independently. In large organizations and institutions, it is advisable to purchase ready-made journal forms. When all the pages of the magazine are filled, a new copy is created, and the old one is put away for storage in the archive.

The photo shows an example of a document:

employment order

Download the employment order form T-1 in Word format.

Download the employment order form using the unified T-1 form in Word format.

Download the order form for the employment of several employees using the T-1a form in Word format.

Download a sample employment order for 2021, completed in Word format

How to issue an order for employment using the T-1a form?

This form of order is convenient to use for individual entrepreneurs and founders who recruit workers using the team method.
At the beginning of the form it is given:

• order details;
• release date;
• general information about the employer: name and code.

Next, information about employed persons is indicated in the form of a table. For each of them the following fields are filled in:

• Personnel Number;
• Full Name;
• position indicating rank and division;
• tariff rate, salary, with allowances;
• basis for the order (employment contract);
• date of return to work;
• conditions of employment, period, probationary period.

Many people do not know whether a seal is placed on the employment order. The last column in the table is reserved for affixing the signature of each employee to familiarize him with the order. The employer signs the order below, under the table, and certifies it with a seal. Below you can find a template for a job application.

Example in the photo below:

Document in the picture:

How to fill out a job order - see the video below:

Is it possible to cancel an order?

And if an employee does not show up for work on time without a good reason, management has the right to consider the contract and employment order invalid and cancel them by issuing an appropriate order.

But if a person worked for at least one day, and then for some reason refused to work for the company, there is no longer a legal possibility to cancel the contract and order. Here the employee will have to write a letter of resignation, or terminate the employment contract by agreement of the parties.

Tags
: hiring order

Where and for how long are documents stored?

Orders are transferred to the personnel department, where they are filed in a separate folder by year of issue.

They are stored in a fireproof cabinet, like other documents related to a high degree of security.

They can be transferred from the HR department to the archive only after 5 years.

Subsequently, they must be preserved in the archive for 75 years. After this period, they are destroyed in accordance with the procedure established by law.

ATTENTION: Any violations by an employer or an authorized official regarding the registration of employees may be considered an administrative violation under Article 5.27 of the Code of Administrative Offenses of the Russian Federation, with a fine of 10 to 100,000 rubles.

What does it mean to assign a number to an order?

Assigning a number to an order means:

• streamline the process of registering personnel documentation;
• speed up the procedure for recognizing an order if necessary, find it in the total volume of personnel papers;
• facilitate the classification of orders when processing documents for storage.

The specifics of numbering orders in personnel records are as follows:

• the need to distinguish between documents with long-term (75 or 50 years) and short-term (from 1 to 5 years) storage periods;
• in the forced assignment of complex serial order numbers with a wide variety of orders.

The only unifying feature of the numbering of orders in personnel records management is the annual update of the calculation order. This means that from the first working day of each calendar year, the numbering of orders begins with the number 1.

Getting acquainted with personnel orders will be facilitated by the articles “Orders on personnel - what are these orders (types)?” and “Orders for core activities - what are these orders?”