When hiring an employee, he needs to be familiarized with the local regulations of the enterprise, which will directly regulate his work activities. The fact of familiarization with the documents must be confirmed by the signature of the employee. In practice, there are several ways to do this. One of the options for collecting and storing employee signatures at the disposal of a personnel specialist is a log of familiarization with local regulations. We offer a completed sample of the magazine prepared by our employees. You can download our sample and you don't need to buy it.
What a new employee needs to know
Hiring an employee is a strictly regulated procedure consisting of several stages:
- requesting the necessary documents from the future employee;
- familiarization with local acts related to his upcoming work;
- signing an employment contract;
- issuing an order from the manager on hiring a new employee;
- filling out the employee’s personal card;
- making an entry in the work book.
The company's staffing table is not a local document that must be familiarized to employees. The fact is that it does not regulate the labor activities of employees (letter of Rostrud dated May 15, 2014 No. PG/4653-6-1).
Option for recording information about familiarization - journal
One of the available options for documenting familiarization with internal regulatory documents is to keep a journal of familiarization with internal labor regulations.
If you decide to start a journal, then you need to include all the local regulations of the organization. Including, Internal Labor Regulations, Regulations on Business Travel, Regulations on Overtime Work, etc.
The legislation does not establish a unified form for the log of familiarization with regulatory documents. Therefore, it can be issued in any form. It is certainly possible to buy an introduction magazine. However, in our opinion, the only point in purchasing is that the “paper” magazine will be bound and have good printing design. For the convenience of our readers, our experts have prepared a familiarization journal form that can be downloaded.
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Employees of enterprises and organizations must be familiar with all regulations issued within the company.
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What are regulations
Regulatory acts include any documents that are developed at an enterprise and that are aimed at organizing relations between an employer and a subordinate, forming a work process, creating internal and external connections, etc.
- In particular, the following are considered regulatory acts:
- orders and instructions from management;
- occupational health and safety rules;
other similar documents.
It should be noted that regulations may be temporary or permanent, but they are always strictly valid only in the company in which they are issued and issued on behalf of the director or administration of the company.
All internal regulations must be developed strictly in accordance with the legislation of the Russian Federation and take into account the interests of both the employer and his subordinates.
Why familiarize employees with local regulations?
Each employee of the enterprise is required to read all internal regulations in force in the organization.
This is necessary so that the employee clearly knows the rules of work in the company, working conditions, rights, responsibilities and powers of himself and the employer.
If any questions or suspicions of a violation of labor rights arise, the employee has the right to consult with the organization's legal counsel or a third-party lawyer.
Information that a company employee has read a particular regulatory act is entered into special information sheet.
This document is very important, because if any disagreements and conflicts reach the labor inspectorate or the court, it can become proof of correctness, both on the part of the employer and on the part of the subordinate (depending on how the situation developed). events).
That is why signatures on the familiarization sheet should be collected carefully and scrupulously. It is unacceptable to let any of the company’s employees through, much less forge their autographs. If one of the employees for some reason did not sign the sheet of familiarization with the regulatory act (for example, due to illness, vacation or business trip), you must wait for his return and take the signature.
At what stage does familiarization take place?
Typically, acquaintance with most local regulations occurs at the stage of employment of an employee. But sometimes documents are developed during the current activity of the enterprise, and then review occurs after the act is approved by the company’s management.
What happens if you don’t sign the document?
Each employee has the right to sign this or that regulatory act or refuse it.
An employer cannot force a subordinate to familiarize himself with a document, nor can he impose any disciplinary sanction for refusing to do so.
The only thing that an employee should take into account if he does not want to read the normative act and sign a sheet confirming familiarization with it is that at some point a situation may arise in which the information contained in the document may turn out to be very useful.
Who draws up the act of familiarization with the normative act
Regulatory acts are usually developed by specialists from legal departments or personnel officers, but familiarization with them can fall on the shoulders of any employee of the organization. Usually the person responsible for this is appointed by a special order from the director of the enterprise, who also approves the act itself.
How to create a document
Unified forms of primary personnel and accounting documents have been abolished since 2013 (with some exceptions), therefore a sheet on familiarization with local regulations can be drawn up by employees of the organization in any form or according to an internal template.
The only thing is that when creating the form, you must follow a certain structure and rules of the Russian language.
IN " hat» sheet should be indicated:
- name of the enterprise;
- Title of the document;
- number, date and essence of the regulatory act, which the employee signs for reading.
- employee serial number;
- last name, first name and patronymic of the employee;
- job title;
- date of familiarization with the act;
- signature.
If necessary, you can add other columns here (for example, about the structural unit in which the employee works or some notes).
If there are many employees who are affected by the normative act, then several sheets may be required for their signatures. All of them need to be fastened together (you can use a stapler, but better with a strong thread) and numbered.
How to draw up a document
The familiarization sheet can be written on a simple A4 sheet or on the company’s letterhead - it does not matter, just as whether it will be drawn up by hand or on a computer.
It is important that the document contains the original signatures of those employees of the enterprise to whom it concerns.
It is not necessary to certify the form with the organization’s seal, since starting from 2016, legal entities have the right not to use stamps to certify their papers (unless otherwise stated in the company’s constituent documentation).
After creation, the sheet must be endorsed in the internal documents journal.
Storing the form
The sheet for familiarization with the normative act should be in the personnel department of the enterprise in a separate folder along with the document to which it concerns. The period of its storage is not limited by law, but at least for the entire period of validity of the act it must be safe and sound.
Current labor legislation implies the obligation of employees who have just started working to familiarize themselves with the local regulations in force on the territory of the enterprise. Absolutely every employee must go through the procedure of becoming familiar with the basic documents related to his work activity.
Such documents include next set of papers:
- vacation schedule;
- staffing schedule;
- collective agreement;
- job training;
- social Security;
- trade secrets and confidentiality of information;
- position related to bonuses.
In accordance with the current legislation, the employer undertakes to provide all these acts to the employee for familiarization.
Within the framework of this documentation, only those provisions that are directly related to the activities of the newly hired employee are taken into account. Such familiarization must take place for signature.
And this is not just a formality: if this requirement is ignored, there is a possibility of an administrative penalty under an article related to failure to comply with the requirements of labor legislation.
Nobody wants to pay fines, so the familiarization process must be documented and confirmed with a signature. Eat several ways of this event:
- drawing up separate sheets for review purposes, and then attaching them to individual provisions, contracts, orders, instructions and other papers;
- putting down paintings directly on the sheet;
- creation of a special journal that regulates the procedure for familiarizing employees with certain regulations and other forms of documentation.
As for the order documents related to hiring, vacations and other personalized elements, familiarization with them takes place “under signature”, that is, confirmation is placed on the document itself. As for internal regulations affecting several persons at the same time, the situation is much more complicated, because if every full-time employee signs on the paper, as a result there will simply be no free space left on it.
Therefore, employers have to create special sheets and magazines, which include all this information. Such documents are especially relevant for large enterprises with a large average number of employees.
As for regulations and documents relating to the safety of personal information, they must be drawn up strictly in accordance with Federal Law No. 152 Federal Law “On Personal Data”. The familiarization sheets are prepared in the form of a plate; this is necessary for ease of filling out. The magazine must be laced.
In order for a larger number of employees to familiarize themselves with local documents, it is necessary to maintain magazine, which is drawn up by analogy with sheets and other papers.
What is it for?
An employee’s knowledge of internal regulations and documents is the key to successful and fruitful work. In addition, possession of such information guarantees safety at work and in other work areas. Eat a few reasons, for which you should not neglect to familiarize yourself with this type of documentation:
- Guarantee of safety in production, trade, and services.
- Knowledge of job specifics
- Getting an idea of the labor process.
- Normalization of relationships in the team.
- Establishing relationships between employees and management.
- Structuring the activities of all departments.
- Sequence of work of all links.
As for the necessity of the journal itself, it is compiled in order to systematize all the information and integrate it into one picture. The principle of operation of such a document simple and clear: the employee gets acquainted with the rules and local documents, and then confirms this fact in a special journal, putting his full name, date, and then signature. The journal is convenient because it contains a large number of pages and can be signed by several employees. Such a document will last for several years.
What is LNA? The answer to the question is in the video.
Structure and composition
If we pay attention to the classic example of this document, we can conclude that the structure, composition and form are as simple as possible. Traditionally, there are quite a lot of local regulations (LNA) with which staff need to be familiarized, so several pages should be allocated for each of them.
However, the structure will remain the same and will include the following important materials:
- the position to which the newly hired employee entered;
- surname, as well as first and patronymic of the newcomer;
- date and time at which the document is endorsed;
- personal signature of each employee.
If desired, the sheets can be numbered and stitched, but this aspect is not strictly necessary. The person responsible for maintaining such a document is usually a personnel specialist. If the organization is small, this person may be the manager himself.
Storage periods and procedures
Separately, it is worth mentioning such points as the features and storage periods of the type of documentation in question. This issue does not have any legal regulation, so it is resolved exclusively by the organization itself.
Most often, employers set short storage periods for such magazines and sheets, amounting, for example, to 5 years. This is a big mistake, because in practice a longer storage time should be set, because most LND are stored for a long period of time, so they must lie in the enterprise minimum 10 years.
In addition, the lion's share of employees who became familiar with the rules many years ago may require rereading. And without such a document, it is problematic to provide proof of compliance.
You should also remember about the Order issued by the Ministry of Culture of the Russian Federation, No. 558, which contains data that all LNA, as well as orders, orders, instructions on the personal data of employees are documents that have a continuous shelf life.
Therefore, it is best to install similar requirements and for the magazine to familiarize themselves with them. This is especially true for provisions on the structural divisions of the organization and on remuneration. Therefore, if employees sign in person, the retention period must be appropriate.
Sample document
To have an idea of what this normative act is, you need to familiarize yourself with sample of this paper. There is no legally approved form of journal and sheet. Moreover, the paper is not mandatory or even recommended, so legislators decided to ignore it.
The fact that an organization introduces this form into its document flow is strictly voluntary. Therefore, it depends on the employer exactly how this issue will be resolved.
In any case, you will have to develop the required form yourself. The main thing is that it includes all the necessary information and regulations that must be familiarized with by all employees. The generated form must be approved by the head of the company. There is absolutely nothing complicated about this.
Traditionally, the template looks like tables. Above the table is written the name of the normative act, which is subject to review, and then data about the employees is entered in the columns - serial number, position, full name, signature. Below the table is information about the author of the document, as well as his signature.
In legislation no mandatory item and that the document should be given a paper form. The journal can also be a set of separate sheets that are placed in a binder. There is no need to put any visa or other information indicating that the paper has been approved, either on the title page or in the text of the document itself. The only thing that is recommended to take into account is the start and end dates of the entries.
Thus, a sheet or log of familiarization with LNA is a special document that is compiled on an individual basis and is determined directly by the management of the organization.
There is another form of the table template of this document, it looks approximately in the following way:
- The first column is the serial number of the employee who is being familiarized with working conditions.
- The second column requires your full name.
- The third column shows the position.
- Next comes the structural unit in which the employee performs his direct job responsibilities.
- A note indicating that familiarization with the internal labor regulations has been completed.
- Confirmation of familiarization with the certification provisions.
- Mark on understanding of trade secret provisions.
- Confirmation of the fact of verification of the processing of personal data.
- A note on reading the standards for remuneration of employees and their bonuses.
In addition to these points, there may be some additional provisions that depend on the individual situation.
How can I familiarize myself with LNA and orders against signature? The answer to the question is in the video.
To adapt existing laws, enterprises must develop local regulations that take into account the peculiarities of the activities of each organization. When starting a new job, employees must familiarize themselves with all internal regulations in force at the enterprise. There are several ways to reflect this fact. The most popular is the sheet of familiarization with local regulations.
The current rules establish the obligation of company management at the legislative level to familiarize its employees with the provisions of local documents.
This is primarily due to the fact that local acts of the company regulate the relationships between the parties to labor relations, establish rules and procedures that employees and the administration itself must comply with.
That is, those working in the company must know both their rights and responsibilities. Only after this can you demand something from them. For example, it is possible to bring an employee to disciplinary liability for violating labor discipline if he knew the labor regulations in force in the company. Moreover, the familiarization must be documented.
Attention! Both all current employees of the company and newly hired employees must be familiarized with the accepted ones.
There are several options for this procedure. However, this is not reflected in any way at the legislative level. Therefore, the company has the right to independently choose how exactly it will bring the provisions of internal standards to the attention of its employees, and how the very fact of reading the standard will be recorded.
Ways to get acquainted
If the organization has local regulations, then each employee must be familiarized with them upon signature.
This can be done in one of the following ways:
- Sign the document itself. To do this, on the last sheet of the document you need to provide a special table in which the employee, after the familiarization procedure, will enter personal data about himself. Such familiarization marks, as a rule, inspire the greatest confidence among inspection and control authorities, since this does not allow the administration to replace the document or unilaterally make any changes to it.
- Separate employee familiarization sheet. It can either be created for each existing normative act, or it can be maintained as a general one, in which marks will be placed on all documents at once. One of the most important components of this sheet is the column with the date of review. Thanks to it, it will be possible to correlate the fact of familiarity with the document and its revision number. In practice, the employee’s signature must be taken whenever changes are made to the LNA.
- Journal of familiarization with local acts. Its sheets must be numbered and stitched, entries must be made on each line without skipping blank ones. For each fact of familiarization, a separate record (line) must be compiled.
- Include in the paragraph that the employee has read all the documents at the time of hiring. This method can be used if the company does not maintain survey logs or questionnaires. When signing an agreement, the employee signs not only in the column indicating receipt of his copy, but also in a special column indicating familiarization with the documents. Judicial practice confirms this method of familiarization as legitimate.
