Documenting Accounting and Reporting for Personnel
In the process of documenting the functions of accounting and reporting in the personnel service, a complex of tasks for the targeted processing of concentrated information arrays is reflected, reflecting the diversity of personal data on all aspects of the management of the work collective. The stages of this process, as a rule, are technical or formally logical and are performed using labor-intensive traditional (manual) technology or automated methods. The process itself involves the following stages:
- formation of accounting information arrays;
- updating of accounting arrays, making changes and additions to the personal records of employees (maintenance of accounting arrays);
- compilation of the regulated reporting on personnel and issuance of reference and reference-analytical information on single requests.
Records of information about employees can be divided into primary and secondary. Primary arrays contain the initial personal data contained in labor books, personal documents, orders for personnel and personal account form No. T-2. Secondary arrays reflect repeated initial personal data, systematized according to certain thematic features.
Formation of accounting information arrays
At the heart of the formation of a reference card indexing device is the filling of graphs and zones of traditional or electronic discount cards of various types, as well as the introduction of certain indicators in the appropriate registration logs, accounting books, alphabets, etc. The cards are filled out on the basis of the documents reviewed above, accompanying the registration of labor relations of citizens with an institution, organization or enterprise, a firm.
Unified form of card No. T-2. The main accounting document, filled in for all categories of employees after they are hired, is a personal card of the unified form No. T-2, and for civil servants - No. T -2GS. The card is machine-oriented and most of the personal data is entered into the accounting automated array using the appropriate codes, which greatly reduces the complexity of the input.
For employees who are not covered by the procedure for conducting personal files, Card No. T-2 in the information relation replaces the personal file and is the primary accounting document.
The card consists of subject blocks, the informational content of which reflects all the personal data about the employee necessary for the work of the HR department. Blocks have a questionnaire or tabular form, depending on the content. On the right side of the form are the code fields of the blocks having a questionnaire form. Information content of table forms is not encoded.
The first and second pages of the T-2 form are filled in when a citizen comes to work and contains a block of general information about the employee: the main search directions (card number, employee number, alphabet, etc.), biographical data, general education, education by profession (specialty), dynamics of work activity, length of service, family composition, passport data, etc. The information entered is certified by the signatures of the personnel officer and the citizen.
The third and fourth pages of Form No. T-2 are filled in the process of work of a citizen in this organization and include zones: information on military registration; employment, assignment, movement; training; professional retraining; certification; incentives, awards; skills of work (outside the specialty); holidays; a notice of dismissal.
In the table section of the Recruit, Assign, Move (a copy of the record in the work record book) provides a place for the signature of the worker certifying each entry made.
A personal card is filled in by a staff member in one copy. Records are made without abbreviations, in legible handwriting (with manual filling). The card number must be placed in accordance with the staff book, the regular form or the staff list of the organization.
A personal card can be filled in electronic form on the display screen in the same way. After filling, a paper copy of this card is produced, in which the necessary signatures are put. In this case, a paper copy performs the insurance function of a long-term storage period. The additions to the card are initially made in an electronic copy, and then imprinted on the printer in a paper insurance copy of the card.
Completed personal cards are systematized by structural units (or subordinated institutions, or seniority of posts), and inside - by the names of employees in alphabetical order. In small organizations, it is advisable to arrange them only in alphabetical order.
If an employee is fired in his personal card, a corresponding entry is made, the signature of the person who leaves the work record book is placed (such a list is also put in the workbook register), after which the card is transferred from the main file to the file of dismissed employees.
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